City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council discuss options related to the Mike
Balkman Council Chambers (Chambers) audio, video and broadcast production
equipment replacements and provide staff direction on which components to
include in consideration of an agreement with Hoffman Video Systems (Hoffman)
for their purchase and installation. Council Chambers Audio-Video Upgrade P-
849, and Council Chambers Acoustics, P-846.
BACKGROUND:
The primary goal of the Council Chambers Audio-Video Project (Project) is to
evaluate the audio, video, voting, room control, and broadcast production system
(System) and replace those components that are in jeopardy of failing or have a
poor history of reliability due to their age while preserving the existing System’s
features and functionality.
During the July 11, 2005 City Council meeting, staff presented a report prepared
by Darren Doerschel, the City’s Systems Integrations Consultant that assessed
the existing Chambers System. Utilizing that reports conclusions as a guide,
Darren Doerschel prepared a Request for Bid (RFB) that specified equipment
make and models, software, hardware, and end-user training requirements for
the Project. The RFB was formally advertised on April 22, 2005 with six
equipment dealers submitting bids by the June 2, 2005 deadline. Of those,
Hoffman was the lowest bidder and staff recommended entering into an
agreement with Hoffman for $204,852, which is within the Project’s budget.
Meeting Date: 09/12/05 Item Number: A-6
AGENDA ITEM: Authorization to Enter Into an Agreement with Hoffman Video
Systems for the Purchase and Installation of Voting Software and Hardware,
Audio, Video, and Broadcast Production Equipment for the Mike Balkman Council
Chambers.
Contact Person/Dept.: Joe Susca Phone Number: 310-253-5763
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List; Doug Nielsen; Hoffman Video Systems, and Darren Doerschel
were notified by e-mail on July 6, 2005.
Department Approval:
Charles D. Herbertson 9/1/05
CAO Approval:
Jerry Fulwood 9/7/05
City Controller Approval:
Marlee Chang 9/7/05City of Culver City, California
City Council Agenda Item Report
When the item was discussed at the July 11, 2005 meeting, the City Council
directed staff to bring it back for further evaluation, assigning a subcommittee
comprised of Councilmember Steven Rose and Gary Silbiger to work with staff
on the following items:
1. Tour the Chambers System to become familiar with how it operates;
2. Determine the frequency and the cost to repair equipment that has
recently failed;
3. Determine what would be the ramifications of not replacing some or all of
the equipment components at this time;
4. Take a closer look at the list of proposed equipment replacements to see if
any of the components could be reduced or eliminated to reduce cost; and
5. Confirm that Hoffman is committed to providing training beyond their initial
instruction on the Systems use in the future, and to ask Hoffman to
prepare a quick reference guide on how to operate the equipment as part
of the Project.
DISCUSSION:
Equipment Failure
According to Darren Doerschel, manufacturers today build their equipment with a
life expectancy of 7-10 years. Most of the City’s System is now ten years old,
and in the past five years, the Public Works Department has performed repairs
predominately on audio and camera equipment at a cost of $25,000.
Darren Doerschel prepared a matrix determining the future likelihood of the
various equipment components complete failure and what the ramifications
associated with those failures would be. (The matrix is attached to this staff
report for your review).
The matrix indicates:
If the entire System were to be replaced with new equipment (and thus
no existing components were retained like they are now), it would cost
$400K to $500K.
The $204,852 lowest bid response from Hoffman was $76K less than
Darrel Doerschel’s initial estimate for the Project.
The System will continue to be unreliable and will suffer substantial
component failures in the near future if the recommended components
are not replaced. Inabilities such as the failure to produce and City of Culver City, California
City Council Agenda Item Report
broadcast meetings, conduct voting, view items on the rear-projector,
operate the cameras, and dubbing copies of previously held meetings
were noted as future possibilities.
Due to their age, most of the existing System’s equipment is no longer
produced or supported by its manufacturer or their dealers. This will
result in staff’s continued difficulty in finding local repair facilities that
have the necessary parts to make repairs, leading to longer lead times
and down times and potentially higher costs when failures occur in the
future.
Recently, the City of Santa Monica completed a $300,000 project for
equipment replacements to their Council Chambers Audio-Video
system, and the City of Long Beach funded a $218,000 project for new
cameras, switchers, and a video server playback system.
Reference Guide and Training
Staff contacted Hoffman and they agreed to include the creation of a quick
reference guide on how to operate the System at no additional cost to the City.
Though the Hoffman proposal includes initial training for staff, Committee,
Commission, and City Councilmembers, Hoffman takes pride in providing
exceptional customer service and is committed to providing on-site training
classes at a cost of $120 per hour anytime in the future on an as-needed basis.
Subcommittee Meeting
Staff met with subcommittee members Gary Silbiger and Steven Rose on August
18, 2005 to discuss the Project and to tour the Chamber’s System.
Any audio, video, broadcast and voting system is complex in nature and its
various components are designed to integrate with one another based on a
specific platform of state-of-the-art technology available at the time they were
designed and installed. As a result, when individual pieces of equipment fail over
a period of time, comparable new components that successfully integrate with
the existing system may not be available. This is the result of ‘next’ generational
platforms being created by manufactures of the equipment that oftentimes are
not designed to integrate successfully with their older systems. (For example,
the Chambers AMX system that controls the room, audio, video and voting
system is no longer supported by AMX as this version of their product is now two
generations old. AMX’s newest generation platform uses advanced technology
that does not integrate with any of the Chamber’s existing AMX system.)City of Culver City, California
City Council Agenda Item Report
Following is a breakdown of the proposed equipment to continue to operate the
System with its existing features and functionality along with an automated
playback system (an enhancement) that allows the playing back of previously
recorded public meetings at future, automatically scheduled times on the City’s
Government TV -- Channel 35:
Proposed System Cost Summary
Item Cost*
1. Rear Projector Replacement $14,600
2. AMX Audio, Video, Room Control, and
Voting System Replacement
$75,000
3. Broadcast Production System Replacement
With New Cameras (Cameras reuse their
existing lenses)
$57,800
4. Automated Playback System $8,000
5. Audio System Replacement $40,600
6. Miscellaneous materials and supplies $8,851
TOTAL 204,852
*Cost includes meetings with end-users, software programming, installation,
labor, taxes, and training.
With a desire to maintain as many of the existing Systems features and
functionality as possible but to remove or reduce equipment components where
feasible to save on cost, the subcommittee reviewed the following System
components Darren Doerschel and staff prepared for their review.
Touch Screen Panels: Touch screen panels of various sizes will operate the
voting system, along with all of the audio, video, and room controls.
o The existing proposal calls for installation of four 7” touch screens, one
each at the four dais seats that perform speaker request, voting,
display of voting results, and microphone muting functions to replace
the existing LED readouts that have exceeded their life expectancy
and are no longer supported by AMX. These four 7” touch screens
could be replaced with an 8-button, no-display unit at a cost savings of
$4,800. (NOTE: The button-only unit requires the user to firmly and
continuously press the button down for a moment while voting. This
has proven to be troublesome for other Hoffman clients, many of whom
have subsequently replaced them with the 7” touch screen panel City of Culver City, California
City Council Agenda Item Report
option. AMX provided staff a ‘live’ demonstration of how the 8-button
panels work and staff concurs they may be troublesome, and as a
result, does not recommend them.)
o The existing 12” touch screen panel used by the CAO could be
replaced with a 7” touch screen with reduced functionality at a cost
savings of $3,000. The CAO would not be able to perform
administrative programming or voting functions, but would maintain
audio, video and room control functionality with the smaller screen.
o The 15” City Clerk touch screen panel may be reduced to a 12” at a
cost savings of $1,800. (This particular touch screen panel will be
empowered with all the administrator programming abilities and a
smaller size may make the screen more difficult to program and view.)
The automated playback system, capable of rebroadcasting meetings held in
the Chambers at future dates and times could be eliminated at a cost savings
of $8,000.
The replacement rear-projector could be downgraded, reducing its overall
illumination intensity output at a cost savings of $2,000. (NOTE: Reducing
the brilliance of the illumination may result in the continued need to dim the
Chambers lights to view its images).
Cost Savings Summary
Item Cost Savings
Four button-types, instead of 7” touch
screens for dais.
$4,800
7” in lieu of 12” CAO touch screen with
reduced functionality.
$3,000
12” in lieu of 15” City Clerk touch screen $1,800
Automated Playback System Elimination $8,000
Rear Projector Reduced Illumination $2,000
TOTAL $19,600
The City Council Subcommittee was not unanimous in its recommendation to
include or exclude the various cost savings items and requested that they be
included in tonight’s staff report for City Councilmember review prior to voting on
each of them.City of Culver City, California
City Council Agenda Item Report
Chambers Unavailability
Hoffman Video Systems has proposed a nine week timeframe to complete the
Project. As a result, staff anticipates the work will be completed on or about
Thanksgiving.
Staff anticipates the Chambers will not be operational for a period of up to three
weeks during the replacement equipment installation. Public Works staff will be
coordinating with the Chief Administrative Office to determine where to hold the
public meetings usually held in the Chambers during the cutover period.
Once installed, training on the new System will be held for the City
Councilmembers, Commissioners, Committees, staff, and the City’s
Videographer. In addition to the training sessions, Hoffman will be attending the
first subsequent public meeting after installation for all the Commissions,
Redevelopment Agency, and City Council to perform additional training and
conduct any troubleshooting that may be necessary to ensure that users of the
new system feel comfortable with its use.
The new equipment comes with end-user training, a one-year warranty, and an
enhanced maintenance agreement that includes a four-hour on-site response
time to any new equipment failures.
FISCAL ANALYSIS:
Sufficient funds exist in the Council Chamber Audio-Visual Upgrade (42000849)
and Council Chamber Acoustics (42000846) CIP accounts to purchase and
install the replacement equipment as originally proposed from Hoffman
amounting to $204,852.
The City is currently negotiating a renewal of its cable television franchise. All or
a portion of these expenditures may be reimbursed by the cable operator upon
conclusion of those negotiations.
ATTACHMENTS:
July 11, 2005 Staff Report
May 27, 2005 Hoffman Bid Response
Darren Doerschel’s Matrix of Future Equipment Failures: Likelihood and
RamificationsCity of Culver City, California
City Council Agenda Item Report
MOTION:
That the City Council:
1. Award an agreement with Hoffman Video Systems for Audio, Video, Voting
and Broadcast Production Equipment as originally proposed in a total amount
of $204,852;
OR
2. Award an agreement with Hoffman Video Systems for Audio, Video, Voting
and Broadcast Production Equipment that reduces the originally proposed
equipment components by one or more of the following components:
a. Remove the four dais 7” touch screens and replace them with 8-button
panels; and/or
b. Replace the 12” CAO station touch screen panel with a 7” one; and/or
c. Replace the City Clerk touch screen 15” panel with a 12” one; and/or
d. Eliminate the automatic playback system; and/or
e. Reduce the rear projector screens illumination; and
3. Direct the City Attorney to prepare the appropriate agreement; and authorize
the Chief Administrative Officer to execute the agreement on behalf of the
City.
09/12/05
Authorization to Enter Into an Agreement with
Hoffman Video Systems for the Purchase and
Installation of Voting Software and Hardware, Audio,
Video, and Broadcast Production Equipment for the
Mike Balkman Council Chambers
MEETING DATE
AGENDA ITEM
ATTACHMENTS|109| July 11, 2005 Staff Report|109| May 27, 2005 Hoffman Bid Response|109| Darren Doerschel's Matrix of Future Equipment
Failures Likelihood and Ramifications
Pages
1-11
12-36
37-38City of Culver City, California
City Council Agenda Item Report
Meeting Date 07/11/05 Item Number AGENDA ITEM Authorization to Enter Into an Agreement with Hoffman Video
Systems for the Purchase and Installation of Voting Software and Hardware,
Audio, Video, and Broadcast Production Equipment for the Mike Balkman Council
Chambers
Contact Person/Dept Joe Susca Phone Number 310-253-5763
Public Works
Fiscal Impact Yes [N No 0 General Fund Yes [X] No 0
Public Hearing 0 Action Item pi c Attachments [X]
Public Notification
Master Notification List, Doug Nielsen, Broadcast Media Communications, Studio
Spectrum Inc, Edwards Technologies, Inc , Spinitar, VIP Inc , SPL Integrated
Solutions, Pro Sound, Media Centric, TV Magic, Sunset Studios, Granicus, Hoffman
Video Systems, A-Vidd Electronics, and Darren Doerschel were notified by e-mail on
July 6, 2005
Department Approval
Charles D Herbertson 6/28/05
CAO Approval
City Controller Approval
RECOMMENDATION
authorize entering into an agreement
and installation of various audio,
and to replace the existing voting
Council Chambers Audio-Video
P-846
in 1995 the Mike Balkman Council
with various voting, audio and video
are controlled through an AMX system
functions as voting microphone muting,
chime, document stand camera
on/off room lighting overflow room
such as VHS tape, slide projector
of City Hall, the City s cable
with broadcasting capability, adding
equipment necessary to produce and
Staff recommends that the City Council
with Hoffman Video Systems for the purchase
video and broadcast production equipment,
software and hardware system for $204,851
Upgrade P-849, and Council Chambers Acoustics,
BACKGROUND
When City Hall s construction was completed
Chambers (Chambers) was equipped
equipment components many of which
The AMX system remotely controls such
speaker volume, white screen up/down
zoom/focus radio station transmission
speakers, and rear-projection screen viewing
and the City Clerk s personal computer
Within two years after completing construction
television operator equipped the Chambers
cameras and other broadcast production
air live meetings held in the ChambersCity of Culver City, California
City Council Agenda Item Report
The primary goal of the Council Chambers Audio Video and Acoustics Project
(Project) is to evaluate the audio video voting room control, and broadcast
production systems (System) and replace those components that are in jeopardy
of failing, or have a poor history of reliability due to their age The goal of the
acoustic component of the Project is to identify and implement facility
improvements to optimize the Chambers audio system performance The
secondary goal of the Project is to enhance the System s existing technology
features and functionality
At their February 14, 2005 meeting, the City Council authorized entering into an
agreement for $13,425 with Darren Doerschel a Systems Integration Consultant,
to perform the following tasks
1 Evaluate the Chambers acoustics and prepare a recommendation for its
improvement
2 Assess the existing System, advising staff on each component s life
expectancy and its state of technology
3 Analyze the feasibility of broadcasting in High Definition Television format
4 Interview users of the System to discuss existing features and functionality
and to identify any problems or desired enhancements to them
5 Prepare a list of equipment and estimate their replacement costs
6 Prepare installation diagrams for the new equipment and components to
integrate them into the existing System
7 Prepare a Request for Bid of plans and specifications to seek competitive
pricing from dealers for the equipment its configuration and programming
labor to install it and end-user training
8 Evaluate the bid responses with staff
9 Perform project management oversight to ensure the equipment is
properly installed tested and fine-tuned
10 Compile the various new equipment operations manuals and other
documentation into binders for end user reference
11 Oversee training on the updated System for staff and City
Councilmembers
DISCUSSION
Darren Doerschel has evaluated the City s existing System coordinated
meetings with various equipment manufacturers on behalf of the City, attended
staff meetings to discuss the Project and prepared a Request for Bid (RFB)
document of equipment and other specifications that was subsequently
advertised to equipment dealersCity of Culver City, California
City Council Agenda Item Report
Assessment and Evaluation Report
Darren Doerschel evaluated the Chambers acoustics and the existing System s
software, hardware and equipment components and prepared an Assessment
and Evaluation Report (Report) that is attached to this staff report for your
reference
The conclusions of the Report are summarized below
• Chamber Room Acoustics Some minor sound echoing was observed in a
few areas of the Chambers, as well as a loud Heating, Ventilation and Air
Conditioning (HVAC) system
The minor echoing could be improved by hiring an architect to design and
subsequently install acoustical material retrofits, but the $15,000 to $40,000
cost to do so is prohibitive when compared to the relatively minor amount of
acoustical improvement it would provide
Taking the measures outlined in the Chamber Acoustical Improvement
section of this staff report at a cost of $4,635 would reduce the noise
originating from the HVAC system, allowing the audio system to operate
without having to constantly compete with the background noise it creates
• Voting System The existing AMX voting system has exceeded its life
expectancy Although the software is operational for most functions and
provides adequate electronic voting support for the public meetings, the
operational limitations along with intermittent functional problems due to its
age call into question the future viability of the system Additionally, due to
continual compatibility issues with current technologies in the audio/video
industry and the lack of system support or maintenance from the
manufacturer and their dealers, the likelihood of component failure is high
Since no replacement exists such a failure would be considered very
problematic As a result, the primary voting system should be replaced This
portion of the project is estimated to cost $45 000-$50,000
• AMX Room Control System Certain aspects of the system may still be of
some functional use when integrated with a new voting system, however due
to signs of failure, life expectancy, and difficulty in integrating it with newer
technologies, the entire system should be replaced with the expectation of
some cost savings realized by retaining some components and/or existing
cabling This portion of the project is estimated to cost $10,000-$15 000
aCity of Culver City, California
City Council Agenda Item Report|1010|• Sound System Although the sound system may be improved with a few
component upgrades, the overall value of such an enhancement could only
be accurately measured after installation with little or no recourse if the
improvements were not adequate Most of the critical components in the
existing sound system have exceeded their life expectancy and should be
replaced by a complete, turnkey sound reinforcement system that has
enhanced features and functionality that is better suited to the Chambers
This portion of the project is estimated to cost $45 000-$55 000
• Rear Screen Prolector The existing rear-projection system has exceeded its
life expectancy and should be replaced with a new one Today s rear-screen
projectors will be a marked improvement in image quality and illumination
over the existing one This portion of the project is estimated to cost $8,000-
$12,000
• Broadcast Production System
Show Production System The Video Toaster, which is the heart of the
PC-based broadcast system, has exceeded its life expectancy and
should be replaced immediately This portion of the project is
estimated to cost $20,000-$25,000
Cameras With the exception of the document camera, which is
recommended to remain in place the other cameras do not provide
adequate low lighting capabilities suffer from poor dynamic response
and due to their age, have become unreliable The gain adjustment
that is required on each camera due to the light levels in the
Chambers make the images grainy and noisy The cameras are
obsolete, cannot be upgraded and require complete replacement
however, their lenses may be used in the new cameras purchased
The existing cameras should be replaced with cameras equipped with
better low-light features and current technologies This portion of the
project is estimated to cost $35,000-$40 000City of Culver City, California
City Council Agenda Item Report
• New System Enhancements In addition to evaluating the existing System,
Darren Doerschel also addressed the following enhancements derived from
the Public, Educational, and Government Television Channel Needs
Assessment prepared for the City s cable television franchise renewal
negotiations
Playback System The budget may allow for a new moderately priced
automated playback system that will allow staff to automatically
schedule the airing of the previously recorded meetings, as well as
create and broadcast a bulletin board of community information This
portion of the project is estimated to cost $12 000-$15,000
On-Location Production Equipment Budgetary constraints do not
permit the purchase of an on-location production system at this time
A multi-camera system could be rented on occasion if required or if an
increased number of off-site meetings and events are expected, a
multi-camera system should be considered in the future, along with
equipment capable of editing the pre-recorded event prior to its
broadcast This portion of the project is estimated to cost $15 000-
$20,000
Producing in High Definition Television (HDTV) Format The
responsibility of converting analog signal programming into digital
format so that viewers at home may decode them on their digital
televisions lies squarely with the satellite or cable television provider
The City currently produces its programming in analog signal format
and may choose to invest in HDTV equipment to begin sending digital
signals to the cable television operator directly but to do so would cost
considerably more for the Project s equipment replacements, or
approximately $350 000 to $500,000 in additional costs In
approximately five or six years however the cost for HDTV production
equipment will be reduced significantly, making it more feasible for
Municipal Government TV Channels to begin thinking about slowly
converting their equipment at that time A couple of the components
that will be purchased as part of this Project, like the Video Toaster
Show Production System replacement, have dual analog/HDTV
compatibility built into them
rCity of Culver City, California
City Council Agenda Item Report
cp
System Evaluation Cost Estimate Summary
Item Estimated Cost
Chamber Room Acoustics Improvement $4 635
Voting System Replacement Software
and Hardware
$45 000 to $50,000
AMX Room Control System
Replacement
$10,000 to $15,000
Sound System Replacement $45,000 to $55 000
Show Production System Replacement $20,000 to $25,000
Camera Replacements
$35,000 to $40,000
Automated Playback System* $12,000 to $15,000
On-Location Production Equipment* $15,000420,000
HDTV Production* $350,000 to $500,000
Request
*Denote Enhancements to the Existing System
for Bid
as a guide Darren
make and models software,
Project
qualified to bid on the Project
Fourteen equipment dealers
12, 2005 Of those fourteen
as follows
Utilizing the Assessment and Evaluation Report conclusions
Doerschel prepared a RFB that specified equipment
hardware and end-user training requirements for the
Unfortunately, no Culver City firms exist that are
The RFB was formally advertised on April 22, 2005
attended the mandatory job walk held on May
dealers, six submitted bids by the June 2, 2005 deadline
Hoffman Video Systems, Glendale, CA
$216,519
Broadcast Media Communications Laguna Niguel, CA $239 496
Pro Sound, North Hollywood CA
$250,890
TV Magic San Diego CA
$265 059
Edwards Technologies, Inc, El Segundo CA
$273,362
Spinitar, La Mirada CA
$315 849
Upon receipt of the RFB responses Darren Doerschel met with staff to evaluate
and recommend an equipment dealer
Hoffman Video Systems (Hoffman) has received favorable recommendations
from their existing and prior clientele and as a result, staff recommends enteringCity of Culver City, California
City Council Agenda Item Report
into an agreement with Hoffman in the amount of $204,851 for the purchase and
installation of the replacement audio video, voting, and broadcast production
equipment To remain within budget the $11 668 On-Location Production
Equipment has been eliminated from the Project
The new equipment comes with end-user training, a one-year warranty and an
enhanced maintenance agreement that includes a four-hour on-site response
time to any new equipment failures
SUMMARY OF ACOUSTIC IMPROVEMENTS
AND SYSTEM EQUIPMENT REPLACEMENTS
Chamber Acoustical Improvements
Staff met with an HVAC contractor recommended by Darren Doerschel that
proposed some low-cost measures that could be taken to reduce the HVAC
noise in the Chambers After reviewing the list with City facilities staff, all but
their last recommendation was implemented as follows
o Airflow Balancing It was noted that the amount of air coming out of the air
registers was significantly unbalanced throughout the Chambers Some
air registers had a very high volume of air coming out of them (creating
noise) and others very little We hired the HVAC contractor to balance the
Chambers air registers, returning them to their original engineering
specification when the building was first constructed Completion of the
air balancing has reduced the overall noise level from the air registers
significantly without reducing the overall volume of air being circulated
throughout the Chambers
o HVAC Pipe Vibration It was observed that the HVAC piping that runs just
behind the dais and over the roof of the Chambers was vibrating loudly
creating noise City staff retrofitted the pipe with vibration eliminators
which has significantly reduced the vibration noise generated
o Dais Air Registers Subsequent to completing City Hall s construction
two additional air registers were installed in the ceiling directly above the
dais These air registers are noisy City staff installed two attenuator
boxes in the ceiling ductwork, which has resulted in making the air
registers significantly quieter
o *New Air Registers Replacement of all the ceiling mounted air registers
with new ones known for their reduced noise levels, along with increasing
the size of the ducting that leads to them was recommended
7City of Culver City, California
City Council Agenda Item Report
*The HVAC contractor proposing the air register replacements could not
guarantee a minimum amount of measurable noise reduction as a result of
their replacement As a result staff decided to forego completing the work
estimated at $3,360
The acoustical improvement work outlined above except for the registers, was
completed by a combination of Public Works crews and the HVAC contractor at a
cost of $1 275 to the Project s budget
Audio, Video, Broadcast Production, and Voting Systems
Following is a summary of the equipment replacements
• Rear Projector The new rear projection system will deliver nearly twice the
illumination over the existing projector and deliver significantly enhanced
image clarity The total cost for this component is $14,000
• Cameras With the exception of the fixed document camera, all the
remaining room cameras will be replaced To reduce costs the camera
lenses will be reused saving an estimated $10,000, for a total cost of
$20 000
• Room Control and Voting System The existing AMX system that controls
the Chambers audio and video functions and its voting system will be
replaced with a state-of-the-art AMX system The total cost for this
component is $75,000
• Speakers All the ceiling speakers will be replaced The total cost for this
component is $4 000-$8,000
• Microphones Many of the microphones will be replaced The total cost for
this component is $4 000
• Audio System Replacement The heart of audio control system will be
completely replaced with a state-of-the-art computerized system that will
o Increase the systems overall volume capability
o Increase the number of microphone ports and fix the existing poor quality
floor microphones periodically installed for public meetings This will
eliminate the need for talkers to speak so closely into the microphone
o Automatically control any gain (feedback) the room may experience and
adjust the speaker sound levels in a millisecond
o Includes a processor that permits individual microphone control
o The Chambers microphones will await sound input before turning on, in
lieu of always being on This helps to control gain and feedback from
microphones that are not currently in use, but continue to be 'on
o Enhanced microphone sensitivity levels allowing automatic self-
adjustments to accommodate quiet or loud talkers, and close or far awayCity of Culver City, California
City Council Agenda Item Report
talkers The microphones will automatically adjust to each type of talker to
maximize their sound input resulting in a consistent level of speaker
volume
The total cost for this component is $35 000-$45,000
• Broadcast Production System The broadcast equipment will be replaced
with a state-of-the-art system The new broadcast system may provide staff
the ability to create DVD s and automatically playback previously recorded
meetings at a date and time desired and will include the ability to create a
community bulletin board The total cost for this component is $20 000-
$30 000
Project Cost Summary
Item Cost
Chamber Room Acoustics Improvement $1 275
Rear Projector Replacement
$14,600
AMX Room Control and Voting System
$75 000
Replacement
Show Production System Replacement, New $65,800
Cameras, and Automated Playback System
Audio System Replacement $40 600
On-Location Production Equipment $11,668
Miscellaneous materials and supplies $7,576
TOTAL 216,519
Chambers Unavailability
Hoffman Video Systems has proposed a nine week timeframe to complete the
Project As a result, staff anticipates the work will be completed by the end of
September 2005
Staff anticipates the Chambers will not be operational for a period of up to three
weeks during the new equipment installation Public Works staff will be
coordinating with the Chief Administrative Office to determine where to hold the
public meetings usually held in the Chambers during the cutover period
Once installed, training on the new systems use will be held for the City
Councilmembers, staff, and the City's Videographer In addition to the training
sessions Hoffman will be attending the first public meeting for all theCity of Culver City, California
City Council Agenda Item Report
I 0
Commissions Redevelopment Agency, and City Council to perform any
troubleshooting that may be necessary and to ensure that users of the new
system feel comfortable with its use
Public Address System
The Fire Communications Division is researching the purchase of a mobile public
address system budgeted at $10 000 The portable system will have wireless
microphones and wired speakers allowing it to be set up for use at any remote
location that has access to electricity The system will be used at town hall and
other public meetings and events and is funded by this Project
FISCAL ANALYSIS
The Council Chamber Audio-Visual Upgrade (42000849) and Council Chamber
Acoustics (42000846) budget amounts to $229 580 These funds are allocated
as follows
Portable Public Address System $ 10,000
Consulting $ 13,425
Acoustical Improvements $ 1 275
Chambers new voting software,
hardware, and other audio, video and
broadcast production equipment
components Installation and training
$204 880
TOTAL $229,580
Sufficient funds exist to purchase and install the replacement equipment from
Hoffman Video Systems amounting to $204 851
The City is currently negotiating a renewal of its cable television franchise All or
a portion of these expenditures may be reimbursed by the cable operator upon
conclusion of those negotiations
Staff recommends postponing the purchase of the $11,668 On-Location Field
Equipment at this time due to budgetary constraints Upon conclusion of the
cable television franchise renewal process, funds may become available to
purchase this equipment at that time
ATTACHMENTS City of Culver City, California
City Council Agenda Item Report
• Voting Audio, Video and Broadcast Production System Equipment
Assessment and Evaluation Report, April 17 2005
• Hoffman Video Systems RFB response June 2, 2005
MOTION
That the City Council
1 Award an agreement with Hoffman Video Systems for Audio, Video, Voting
and Broadcast Production Equipment in a total amount of $204,851, and
2 Direct the City Attorney to prepare the appropriate agreement, and authorize
the Chief Administrative Officer to execute the agreement on behalf of the
City
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City Council Agenda Item Report
CITY OF CULVER CITY
COUNCIL CHAMBERS AUDIONIDEO FACILITIES PROJECT
BID NO 1305
Presented By
Vickii Chaffee
Hoffman Video Systems
1049 Flower Street
Glendale CA 91201
www hoffmanwdeo corn
(818) 507 7116 Fax (818) 507 7118City of Culver City, California
City Council Agenda Item Report
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Interconnecting Audio And Video S) sterns Teclinology
TABLE OF CONTENTS
Hoffman Cover Letter
Executive Summary
Project Overview
Hoffman History and Background
Executive Management Team
Project Management Team
Integration and Construction Standards
Quality Assurance Program
Equipment and Labor Bid Specifications
Hoffman Reference Form and Project Samples
Addenda Received Document
Hoffman Financial Data (Inc Insurance & License)
Proposed Project Timeline
Bidders Affidavit Form
Custom Warranty Agreement and Sample Maintenance Agreements
Additional Copies of Submitted RFB (Separate Attachment)
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June 2 2005
Mr Joe Susca
Project Manager/Senior Management Analyst
Culver City Public Works Department
9505 W Jefferson Boulevard
Culver City CA 90232
Dear Mr Susca
Thank you for the opportunity to provide Culver City with our submission for
consideration in the upgrade project of city s council chambers audio/video
facilities Based on the site review and evaluating the requirements specified in
Bid Number 1305 we have prepared this proposal to implement the professional
technical services requested We will address the scope of work and installation
plan as well as describe who we are and how we apply our design protocols in
realizing your vision of the chamber complex Our submission will also
demonstrate Hoffman s involvement extends beyond the actual completion of the
project as our technicians and engineers will stay on to assist the staff in
understanding each part of the system operation troubleshooting and accessing
after sale support
As outlined in the bid its scope is complex and more than a simple upgrade—it s
the creation of a technically advanced media system that must also be very user
friendly This project is exciting—to be partnered with Culver City in transforming
the existing infrastructure into a vibrant public venue and effective staff
workplace Hoffman has been fortunate in developing strong relationships with
several municipalities over the last several years including a recent city council
upgrade for the City of Long Beach earlier this year And one of our current
projects is a large scale broadcast/classroom integration at LAPD s Ahmanson
Recruitment Center We are a local systems integrator in our 63rd year with a
significant understanding and appreciation of this endeavor We would be
ho ed to involve our talent and expertise to revitalize the Mike Balkman
hambers
Voxii
Victoria Chaffee
President and Chief Operations Officer
General Sales Manager
Hoffman
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Hoffman
City of Culver City, California
City Council Agenda Item Report
Project Overview
Some of you reviewing our proposal may already know of Hoffman Video
Systems We are one of Southern California s leading full service integration
companies in the design procurement and installation of professional multi
media broadcast video audio and software control systems We are a family
owned business in our third generation with a good understanding and
appreciation of a wide spectrum of clients and their applications—including
municipality operations Wed like to familianze you with our philosophy and
approach to the integration process and to that end we have included a detailed
profile on Hoffman in subsequent sections
From our collective experience each system integration project of this
sophistication is unique The challenge for the successful bidder will be multifold
combining highly competitive hardware costs a fairly aggressive timetable for
design and installation and a complex programming structure A well known
adage in our industry is that a project can be completed fast cheap and
good you get to pick two out of three The key here for the selected integration
team will be assigning experienced talent who realizes the fast track nature of
the work particularly in the initial hardware and software design phase An
immediate comfort level between the City s PMT and the integrator will have to
be established with both parties looking forward to rolling up their sleeves and
getting to work For the City $ part you have a strong foundation with an
esteemed consultant on board a clear idea on the overall bill of materials and
the inclusion of smart architecture in the software upgrade path
We agree with the City s recommendation of incorporating two phases of
implementation Phase One concentrating on the AN System and Voting
System Phase Two focusing on the Production Control Systems after the first
phase is fully ramped up We would provide the PMT with an extensively
detailed schedule of implementation within the required fifteen days after contract
award Initially we would not require daily access to the site or the PMT
However in the initial start up it may require daily contact with the PMT via e
mail and a scheduled timeframe for phone calls The core team will have the
ability to respond quickly consistently and concisely within the group We II set
up parameters for mutual decision making submission of documentation and
obtain approvals on all planned procedures
A significant portion of the project is devoted to AMX hardware and
programming We are fortunate to have two fully certified AMX
designer/programmers on our engineering staff Jason Gottfredson and Christian
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Baker We also employ several experienced CAD operators who will assist with
the design requirements and as built drawing work ups We will assign a special
team responsible for design touch panel revisions and customized programming
Their extensive background in this area will collaborate with the PMT in bringing
proven ideas in creating attractive and easy to use touch panel sequences
In addition to AMX engineering our Technical Services Manager Jason
Gottfredson is also trained in acoustical sciences and is well versed in sound
system design in environments similar to the one in the council chamber One of
our current projects under construction the Getty at Malibu mandates extensive
acoustical testing with noise/vibration control We have included samples of our
audio testing documentation in a later section of our proposal titled Quality
Assurance Program We will carefully review the existing infrastructure in the
council chamber ceiling make any necessary recommendations prior to actual
replacement and will make sure the new speakers match cosmetically as well as
acoustically
Hoffman Video Systems is well versed in clean and accurate placement of
projection displays including many small space rear screen reflected
configurations We will provide a very stable secure and optimized positioning of
the projector resulting in the best signal output the Sanyo is capable of
We are knowledgeable in immersing the MediaMatnx audio products into the mix
and have staff certified for this manufacturers control system design We will be
happy to go over the matrix in detail during the engineering phase to make sure
the correct number of I/O cards and ancillary hardware has been correctly
included
Later in Phase Two we will want to develop a more accessible and logical
approach to the control room s rack layouts provide new cabling as needed and
re harness the wiring at the rear of the racks and feeding into the conduit The
movement to adding a Leightronix server system DVD recorders and a capable
switcher and character generator will result in better signal quality output and
duplications on a medium built for today
In regards to the robotic camera upgrade we spoke with Telemetncs and
received reassurances that the proprietary 25 pin interconnecting cable will be all
that is necessary for the interfacing of the pan tilt capabilities with the new
Panasonic camera heads It should be noted that the Canon lenses and
Panasonic camera heads will require shipment back to Telemetncs for lens
modification compatibility This procedure will take a few weeks to complete and
the special cable order will have a 4 6 week lead time before shipment While
we are actively working on Phase One our install team will want to conduct a full
Huffman
1 800 550 0225Interconnecting Audio and ViLicai Syqcnis Teclu'ailosy
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City of Culver City, California
City Council Agenda Item Report
inspection of the conduit run for the camera cabling In case we discover any
issues of concern we will want to address them early in the project run
With the release last week of the revised budget numbers we realized we would
have to re evaluate equipment/labor bid itself Because of the constraints on the
budget cap we did not include funding of the Field Production Equipment While
we have included costs for the products we have specifically noted on the
itemized equipment bid that this section is not included in the combined totals
Looking at the equipment quote you will notice that our proposed dollar values
do not fully conform with the budget guidelines given Because this is a relatively
labor intensive implementation we sharpened the pencil on the hardware portion
to allow sufficient coverage for the labor and programming The bottom line does
come in under budget and we welcome discussions with you on our choices of
dollar allocation if you have any questions We also encourage a discussion with
the PMT on possible models that may benefit from value engineering thereby
creating flexibility to moving any freed up funds where they might be needed
most—especially if there are product unknowns we may discover in the design
phase
There s much work to be done collectively from the very start of the project award
and we at Hoffman are up for the challenge We thank you for allowing our
participation in the bid process and look forward to answering any questions
and/or providing more information to the evaluation team at Culver City Lastly
we extend our congratulations and best wishes as you begin this worthwhile
upgrade It will be one of the highlights of 2005 for the City and how it presents
and represents itself to its citizens
Hoffman
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Huffman
City of Culver City, California
City Council Agenda Item Report
HOFFMAN HISTORY & BACKGROUND
The story of Hoffman begins in 1941 Los Angeles when a fluorescent light
salesman stopped in on the Mission Bell Radio Corporation to collect on a past
due bill In an interesting twist of fate H Leslie Hoffman ended up walking out of
Mission Bell s headquarters as its new owner — and just
prior to the outbreak of WWII the Hoffman Electronics
Corporation began production of AM radios
The ensuing years saw Hoffman grow steadily from a small
radio manufacturer into a diversified national corporation
with seven divisions in multiple states The company was enormously successful
due to its innovations in the fields of communications and technology
From 1941 to 1977 Hoffman made significant advances in solar power and solar
cells semi conductors airborne navigation systems color television transistor
radios satellite and antenna transmission radar technology and management
and manufacturing processes In 1977 after 36 years in business the Board of
Directors at Hoffman Electronics decided to sell off the main divisions to Gould
Electronics a worldwide corporation and leading manufacturer of circuit boards
and military products
With the sale of the parent company J Knstoffer Popovich
son in law of H Leslie Hoffman and Bob Jablonski a 30
year Hoffman executive intensified their focus on a new
area of business that Hoffman had just begun to explore —
audio visual systems integration Their partnership and
interest in this relatively new field of systems integration led
to the creation of Hoffman Video Systems in 1978
Mirroring the growth of the Hoffman Electronics almost 40
years earlier Hoffman Video Systems started small by selling products
designing and servicing systems primarily for television and film production
companies But the company maintained Les Hoffman s drive for innovation and
growth and over the next thirty years began developing new systems with
applications across a variety of industries and markets
Today Hoffman Video Systems is one of the nation s largest and leading
integrators of audio and video components With corporate offices in Los
Angeles Denver and Atlanta Hoffman has strategically positioned itself to lead
the way in providing innovative visual communication solutions combining video
expertise technology and service
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Interconnecting Audio and Vidco Systems Tcchnology
Hoffman has completed projects in 33 states the District of Columbia and Puerto
Rico And Hoffman s reputation as the leader in systems integration is not
limited to the United States In recent years Hoffman has completed
international projects in Japan Korea Philippines Egypt Saudi Arabia Mexico
Canada and Switzerland
Hoffman s capabilities include consultation design
custom fabrication installation training and service for
the audio visual security networking and
communication marketplaces Hoffman has been
getting increased recognition recently due to our
groundbreaking design and build process known as the
Four Wall In (4WI sm) Approach exclusive to Hoffman
whereby we design and install every element within the four walls of your project
Hoffman s philosophy is that the proper system solution is not just the right
configuration of electronic components it is the integration of electronics the
surrounding environment and human factors of those who work within the four
walls of the project
As Hoffman looks to the future the audio video systems integration industry
continues to grow and thrive New applications for technology spring up in new
industries almost daily and Hoffman stands ready to meet this new demand for
Control Rooms Videoconferencing Systems Multi Media Systems Streaming
Media Security Systems and Broadcast/Professional Video Systems
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3-0
HOFFMAN EXECUTIVE TEAM
Chief Executive Officer — J Knstoffer Popovich
Kris founded Hoffman Video Systems in 1977 after previously working as
an executive at Hoffman Electronics heading up the company s Learning
& Educational Systems division Prior to joining Hoffman Popovich
worked within the Ford Administration and for Bank of America Kris sits
on the Boards of multiple organizations in the Los Angeles area including
Childrens Hospital the YMCA of Metropolitan Los Angeles and the
University of Southern California
Graduate of University of Southern California
MBA University of Southern California
President Criminal Justice Legal Foundation
President & Chief Operating Officer Robert T Shepherd
Robert became President and COO of Hoffman in 1999 Prior to joining
Hoffman Shepherd held management positions in several financial
services corporations including Great West Life and Manulrfe Financial
Rob sits on the Boards of the Pasadena YMCA and San Gabriel Council
of the Boy Scouts of America
Graduate of University of Washington
Member of the 1992 U S Olympic Team Rowing
Member of the Young Presidents Organization
Chief Financial Officer — Michael Gavigan
Michael joined Hoffman in May 2002 He brings more than 20 years of
experience in various senior management and executive positions at Pico
Macom Walt Disney ICN Pharmaceuticals and Arthur Anderson Michael
is a Certified Public Accountant
Graduate of Cal Poly University
Member of American Institute of Certified Public Accountants
Member of the California Society of Certified Public Accountants
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HOFFMAN PROJECT TEAM
Manager Technical Services Glendale Jason Gottfredson
Jason joined Hoffman Video Systems in 2002 Jason brings over 12
years experience in audio video and lighting applications including all
aspects of production design and system engineering in the rental and
installation sectors He has been responsible for engineering
lighting/audio/video design installation setup programming logistics and
project management
Member USITT
Associate Member AES
AMX Certified ACE Designer
Certified in Control System Design by AMX Crestron and Media Matrix
Senior Project Manager Doug Kautsky
Doug has been with Hoffman for over nine years He began his career in
audio visual systems integration in 1994 with American Video
Communications Doug was a Service Technician with American Video and
started in a similar position when he came to Hoffman Doug s knowledge of
systems integration and proficiency with design and troubleshooting led to his
promotion to Project Manager As Senior Project Manager Doug has
managed several large projects including Loyola Law School USC Dole
Foods and WeIlpoint Health Care
Manufacturer certified by AMX Electrohome Christie Extron Crestron and
Altinex
Recipient of the Hoffman Transmitter Award for achieving 100% customer
satisfaction rating in 2002
Project Coordinator Francis Alviso
Francis has 12 years experience in designing engineering installation and
project management In his career prior to Hoffman Francis designed hotel
conference facilities for Paul Alan Maga & Associates where his clients
included Hyatt International Four Seasons Hotel Nikko and Intercontinental
Hotels As a System Engineer for Douglas Roesch Communications Inc
Francis oversaw aspects of multimedia system integration at the 1984 LA
Olympics LAX Reagan Library the Nixon Library and Lockheed At
Hoffman Francis oversees project schedules equipment orders and
delivery He assists project engineers and represents onsite engineers
coordinating all field conditions to the owner/consultant and head of office
Graduate of the Asian Institute of Electronics Degree in Electrical
Engineering
Factory certified by Exton Picturetel Video Conferencing Trompeter
Christie Digital and Bose among others
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Interconnecting Audio and Video Systems Tecintology
Engineer Chien Huang
Chien joined Hoffman as a Field Service Engineer in 1997 His career path
has taken him through almost the entire spectrum of audio visual
communication and electronics from computer testing and repair to
assembling and calibrating medical lasers to designing
prototype image capturing technology and microprocessor emulators Chien
has a gift for understanding most anything electronic Chien holds the record
at Hoffman for client satisfaction communications to the company President
Manufacturer certified by Tandberg Polycom AMX and others
Degree in Electrical Engineering from Cal State Long Beach
Recognized by the International Communication Industries Association (ICIA)
Field Engineer/Project Manager Al Martinez
Al joined the Hoffman team in February 2003 as a Service Technician In the
past 14 years Al has held engineering positions in systems integration
computer support and audio visual equipment Most recently Al worked for
Innovative Design Technologies where he was responsible for project
management service and installation on projects for the GAP Warner Bros
Studio Stores Nike Factory Stores and Citicorp
Graduate of Phoenix Institute of Technology
Manufacturer certified by AMX Christie Crestron and Sony
Recognized by the International Communication Industries Association
(CTS)
Senior Programmer Christian Baker
Christian became a member of the Hoffman team in 2004 bringing a wealth of
experience in the technical areas of design protocol coding and programming
of various software control systems His background experiences include a
seven year career with the Church of Latter Day Saints at the Salt Lake City
Temple complex as a member of their facilities management group
AMX Certified ACE Designer and AMX Control System Design
Service Coordinator Rami Fasheh
Rami handles the service on all major accounts serving as the primary
contact between Hoffman and its customer after the sale Ram is
responsible for monitoring and administering existing service contracts
maintaining remote systems monitoring for various clients and initiating
periodic service upgrades as they become available Rami developed
Hoffman s Priority Response System which allows customers to have
technicians on site within four hours of a service call 24/7/365 Prior to
coming to Hoffman Rami was a customer service representative at Andrews
Electronics where he was recognized for having a 100% satisfaction rate by
his clients
Graduate of ITT Technical Institute Degree in Electrical Engineering
Hoffman s Employee of the Year 2001
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City of Culver City California
City Council Agenda Item Report
General Sales Manager Vicki! Chaffee
An industry veteran of over 25 years Vicki' has been with Hoffman since
1998 specializing in broadcast video applications Prior to joining Hoffman
her resume includes Instructional Media Producer at Long Beach City College
and was a Senior District Sales Manager at Panasonic Broadcast and
Televisions Systems for 17 years She also periodically teaches field
production/editing at a local community college
Graduate of Long Beach State University Bachelor of Arts Degree in
Radio/Television
Member of SMPTE
Sub contracting Services
PGS Services Inc /Paul Stickelmaier
PGS Services is a long established electrical and structural contractor
specializing in the display and video broadcast market Hoffman Video
Systems has regularly contracted with PGS over last several years with
multiple projects including installations at the FilmNideo Department at
Orange Coast College Amgen USC Loyola Law School California Institute
of the Arts and most recently a custom dual screen installation in the
International Ballroom at the Beverly Hilton Hotel His expertise in millwork
display structural installation and electrical integration are components that
may include his involvement
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Interconnecting Audio and Video Symms Tcchnology
HOFFMAN INTEGRATION & CONSTRUCTION STANDARDS
Hoffman maintains the highest standards and all work performed will be
completed in accordance with Applicable Codes and Standards
I APPLICABLE CODES AND STANDARDS
A Codes All work performed by Hoffman will be completed in accordance with
applicable requirements of governing codes rules and regulations including the
following minimum standards
1 UBC Uniform Building Code
2 NEC National Electrical Code
3 NFPA National Fire Protection Association
4 FCC Federal Communications Commission
B Standards Equipment materials and associated components provided by
Hoffman will conform to the current revisions of the following standards as
applicable|109| UL Underwriters Laboratories|109| ANSI American National Standards Institute|109| NEMA National Electrical Manufacturers Association|109| SMPTE Society of Motion Picture and Television
Engineers|109| ISO International Standards Organization|109| AES Audio Engineering Society
II CABLE PULLS AND INFRASTRUCTURE
The heart of the project is the cabling infrastructure and connection plates that
provide access to and distribution for the AN systems Hoffman Video Systems
follows industry accepted and proven standards for cable run sheets labels
cable management termination and testing
Hoffman will provide and build the following
A Provide permanent identification of run destination at all raceway terminations
B All wire and cable shall be continuous and splice free for the entire length of
the run between designated connections or terminations
C All shielded cables shall be Insulated Do not permit shields to contact
conduit raceway boxes panels or equipment enclosures
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D Verify that all new raceway have been de burred and properly joined coupled
and terminated prior to installation of cables Verify that all raceways are clear of
foreign matter and substances prior to installation of wire or cable
E Inspect all conduit bends to verify proper radius Comply with relevant Code
for minimum permissible radius and maximum permissible deformation
F Apply a chemically inert lubricant to all wire and cable prior to pulling in
conduit Hoffman will not subject wire and cable to tension greater than that
recommended by the manufacturer Use multi spool rollers where cable is pulled
in place around bends Reverse bends are not allowed
G Secure all wire and cable run vertically for continuous distances greater than
thirty (30) feet Secure robust non coaxial cables with screw flange nylon cable
ties or similar approved devices appropriate to cable weight For all other cables
provide symmetrical conforming nonmetallic bushings or woven cable grips
appropriate to cable weight
II i WIRING PRACTICE
A Land all non coaxial field wiring entering each AV equipment rack at specified
terminal devices prior to connection to any equipment or devices within racks
Terminals will be located in the equipment racks or in the terminal cabinets
provided
B Identify all wire and cable clearly with permanent labels wrapped about the full
circumference within one (1) inch of each connection Indicate the number
designated on the associated field or shop drawing or run sheet as applicable
Assign consistent wire or cable designations throughout a given system Each
wire or cable shall carry the same labeled designation over its entire run
regardless of intermediate terminations
C Apply all crimp connectors only with manufacturers recommended ratchet
type tooling and correct crimp dies for connector and wire size
D Coordinate insulation displacement (quick connect) terminal devices with wire
size and type Comply with manufacturers recommendations Make
connections with automatic impact type tooling set to recommended force
E Make all connections to screw type barrier blocks with insulated crimp type
spade lugs Provide permanent designation strips designed for use with the
terminal blocks provided
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F Dress lace or harness all wire and cable to prevent mechanical stress on
electrical connections Provide service loops where harnesses of different
classes cross or where hinged panels are to be interconnected
III ASSEMBLY AND FABRICATION
The equipment racks and components will be built in the rack rooms at a
Hoffman office The end user is welcome to view the progress of their project at
our facility at any time throughout the process This portion of the installation
includes the unpacking and testing of all major pieces of equipment prior to rack
building HVS builds programs and tests each system before the rack is bubble
wrapped and delivered to the site
IV PROGRAMMING
HVS s control systems programmers will develop code for the system to function
as specified The code will be uploaded into the system and tested after all the
required AN components are installed and have been wired to the control
system HVS will perform continual in house and on site testing of the system to
ensure that it meets the project specifications
V SYSTEM TESTING AND ADJUSTMENTS
Prior to the notification of system completion each sub system will be thoroughly
tested and adjusted This will include confirming remote controls for video and
audio inputs and outputs setting and equalizing normal level controls for video
audio and adjusting physical installation parameters Hoffman Video Systems
complies with industry standard specifications including SMPTE IEEE NCAC
and ASTM
Prior to the sign off of the system Hoffman will perform a series of systems tests
with the end user(s) Additionally all functions of the system will be
demonstrated Following the approval of this demonstration the AN systems
submittals
V i ACCEPTANCE TESTING REQUIREMENTS
A HVS shall perform acceptance tests to validate the requirements of these
specifications and to verify the operation of the installed systems Any equipment
and/or materials necessary to complete these tests will be provided by HVS for
the duration of the testing period
B Acceptance test procedures shall be prepared by HVS and submitted to
OWNER for their review and approval 15 days prior to the scheduled start of any
tests Test procedures will be printed in sufficient detail to verify the functionality
of each individual sub system
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C HVS will coordinate all testing with OWNER and shall conduct the testing in
the presence of OWNER S designate Upon completion of the testing the
contractor shall publish a complete test report itemizing the individual tests and
the results of each action
VI CLOSEOUT
Upon completion of installation and testing activities HVS shall prepare a list
identifying any aspects of the project which have not been completed in their
entirety These items will be considered the Punch List Items on the punch list
will for the most part be cosmetic in nature or not related to the function of the
systems This list will be presented to OWNER for approval and upon approval
shall be the contract close out document
VI i TECHNICAL MANUALS AND SYSTEM DOCUMENTATION
A HVS provides complete sets of installation and user s manuals for each piece
of equipment provided under the contract This document set includes the entire
set of audio visual as built
plans an operator and a user manual for all equipment pieces and a copy of the
warranty information for each item
B In addition to the above HVS will generate a complete systems operator
manual for this project This manual will include a step by step instruction
manual for the multi media control system Each button press on the control
panel will be detailed in this manual and a description of the action taken and
expected results will be provided
This manual will contain any required power on sequences and a detailed listing
of common problems and their resolutions The goal of this manual is for a
qualified OWNER representative to be able to manipulate the system and adjust
the displays to their requirement
C HVS provides a set of system functional diagrams and a list of power on steps
to follow adjacent to each set of equipment racks Both items will be provided in
a sturdy frame with clear glass or non scratching plastic cover Provide
permanent non fading media
VI ii TRAINING
Operator training is an essential component of the audio visual industry A
comprehensive training session will be provided The three main categories of
training are Operations Technical and Management A training session will
commence at the earliest possible date in each category and could be conducted
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throughout the installation process to avoid delays Training for the completed
system will be at the convenience of the OWNER Training sessions for
Operations will cover the operational philosophy of the system
Technical training sessions will cover the operational philosophy of the system
and how the signals flow from area to area Specific maintenance/support
instruction on each major piece of equipment will be tailored to the needs of the
maintenance staff and their experience level System timing integrity of the
electronic pathways technical adjustments and troubleshooting will be
addressed as they relate to the specific sub systems Diagnostics training as
well as support lines will be addressed to provide the technical staff with
assistance should their troubleshooting efforts not provide the desired results
Operator training will focus on the set up of inputs and outputs control and
manipulation of the media and resources and the overall functional operation of
the control system usage for operations and technical adjustments and basic
rules of presentation in an AN system learning environment
Management training emphasis will identify the appropriate overall view of the
systems any sub systems designated for presentations and the briefing /
demonstrations of the system
VII STANDARD WARRANTY SERVICE
HVS will warrant all of the Work to be free from defects in materials and
workmanship for a period of twelve (12) months from the date of OWNER
acceptance of the work of this section
A First year service and maintenance will include telephone support and
Depot Level Service
B HVS offers a variety of On Site Service Contracts ranging from time
and materials to Platinum Level of On Site 24/7 Service
C HVS will warrant all of the Work to be free from defects in materials
and workmanship for a period of twelve (12) months from the date of
OWNER acceptance of the work of this section
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Our team will always be certified have decades of audio visual
experience be professional and courteous on site be responsive to the
customer and they will barring extraordinary circumstances finish the
project on schedule
Throughout the installation we will continuously solicit input from the client
report on our progress adapt designs as necessary test all components
before during and after installation to ensure proper operation test and
re test the entire system and finally train all client staff on the operation of
the system
With our continuing service we will ensure the following client staff is
trained to handle/troubleshoot minor problems HVS will respond to all
calls for service HVS will offer on site service and HVS will continue to
provide ongoing training to the client as necessary
Some services may incur service charges or require the purchase of a
service contract Warranties will only cover service up to a certain point
The ultimate responsibility of the Quality Assurance
Program resides with Hoffman s Chief Operating Officer
He will monitor the results of all systems testing select the
implementation team for your project and be actively
involved in soliciting feedback The COO will make sure
that system is installed on time on budget and meets both
Hoffman s and the client s functional standards
The Hoffman Process
• Find out what they want
• Find out when they want it
• Make it happen
Find out what they want
• HVS Management Acknowledges Order
o Meet the customer
o Review Purchase Order
o Review Project Manager
O Establish schedule for delivery identify milestones
o Review Change Order Process
o Review Invoice and Payment Process
O Review Extended Warranty Program
lollinan
1 800 550 02,5City of Culver City, California
City Council Agenda Item Report
30
• Customer Advocacy Program
o Hoffman s Sales Rep is Customer Advocate
o Sales Rep acts as customer s agent within Hoffman
o Discuss progress ask if we re meeting customer expectations
Find out when they want it
• Establish Schedule
o Define customer s milestones
o Monitor the schedule
• Review schedule with PM and purchasing
• Discuss project with suppliers
o Get suppliers to believe in our jobs
Make it happen
• System Engineering
o Prove system design
o Value engineer the system if necessary
o Revise equipment list
• Review and revise rack requirements after on site review
• Identify deliverables
o Submittals
o Riser diagram
o M&E drawings
o Acknowledge importance of submittal process
• Purchasing
o Just in time delivery
Careful coordination between Project Manager and
Purchasing Agent
o Volume purchasing
o Attention to delivery fees schedule and storage
• Site meetings
o Regular attendance
o Visit the site to assess progress
• Count conduit verify size and continuity
Make sure pull boxes are where we asked them to be placed
• Make sure they re taking no shortcuts
I loffinan
1 800 550 07,5City of Culver City California
City Council Agenda Item Report
• Verify availability of loading dock freight elevators make
sure racks and equipment will fit inside elevator
• Establish relationships with other vendors
o Carefully explain the AV systems impact to other contractors
Review heat loads size shape of equipment
Make a huge fuss when subcontractors don t pay attention to
our requirements
o Sort out site problems make sure the AV stuff does not delay other
contractors
• In house Installation
o Racks and sub assemblies
Documented procedures for wiring termination
o Testing and Quality Control
• On site Installation
o Documented procedures for shipping and delivery
o Project management
• Clean and tidy personnel
Adherence to safety procedures
Respect for Building Code local rules
• Project Meetings at HVS
o Delivery based on customer approval milestones
o Internal Audit
Weekly progress reporting
• Punch list
• Operational deficiencies
• Site problems
• Equipment malfunctions
o Correcting problems to be a cooperative effort
o Share punch list information with customer advocate
• Manage Change Orders
o Qualify the requirement
o Present and approve paperwork
• Training
o Earliest possible date
o System philosophy
o Control & manipulation
Hoffman
1 800 550 0225
3/Intercom-lc:Ming Audio :Ind Video Systems Tecimolog
Iolfi.aa
City of Culver City, California
City Council Agenda Item Report
3)-
o Functional operation
• Customer Complaints
o Project manager to Investigate and Correct
o All complaints reported to senior management for review
o Complaint analysis and revaluation
• Eliminate problem
• Satisfy customer
Establish new procedures
Huffman
1 800 550 01).)$6 540 00
$7 074 00
$5 232 00
$2 071 00
$250 00
$3,264 00
$1 90700
$21800
$381 00
$10900
$82 00
$44 00
$28 00
N/C
$6 540 00
$7 074 00i
$15 696 001
$6284 00;
$1 250 00/
$3264 00i
— $1 907 00
51 308 00
$381 00
$327 00
$41000
$132 00;
$28 00
N/C
$1 500 00j
$3 36- 6 00
$2 520 001
$2 520 001
$11 234 00
$3 000 001
$42 108 00
$4 98 5 9 10 93 1 0909i
$22 634 00
$3 968 331
$74 703 33/|1010|AN Devices
Delamptlen Ply I Pan Numbs I Unit Sell 1 EL
HV 110XG
AG VP310
'VS-402XL
6 1|109| 1
al
City of Culver City, California
City Council Agenda Item Report
C unal AV F toe 5,45I
I lion ifI Oty IPIO Numbor
Voting and AN Control
Dew:boon
um sea j Ext.
Voting System
,,,FG070 516 AMX NSS VOTE Software Solution vote
, FG- 22- 56-61V— IAMX NXD1500VGV Modero VG senes 15 Touch Panel Flush mount
FG2251-61V IAMX NXD1200VG Modero VG series 12 Touch Panel Flush mount
FG2258 02K TAMX NXD CV_7_Moden_17 Touch Panel Flush mount volingstabons
FG423:41 AMX PSN6 5 12V 6 5A Power supply
IFG2275 01
|99| 1 IFG2105
,,, ..._.|109| 6 F02020 AMX NXC REL 10 Relaycard ILO) channels|10 9| 1 FG2024 AMX NXC VOL4 volume control card
10 3 FG2009 10 AMX NXS NMS NetModule Shell chassis for control cards
11 5 FG423-45 AMX PSN4 4 135V 4 4A Power supply CV7 Modero
12 —3 - FG515 AMX AC RK Rack Mount Accessory (1H)
_...
13 1 FG517 _ AMX CSB Cable Supoport Bracket (Netlinx)
14' 1 1FG10-000 11 AMX CC NIRC IR Emitter Cable
15 1 MTRLS lInstallation materials, connections, cabling etc
Professional Services and Installation Labor r-
16 1 PS7000 System Commissionungyequtred) Protect Management
17 — 1 PS2000 Touch Panel GUI Design _
1 JPS3000 Control System Design (button by button Axvore)
19 1|99| 1PS1000
20 1 INSTALL Control System Programming
Labor on Cable runs, connections, material install millwork Vote System Total
AV Control System Total
Subtotal
System Commissioning and Professional Services Labor total
TAX 8 25k
Total_
AMX NXP TPI/4 NexLinx Touch Panel Interface 4
AV Control Stem
AMX NI-4000 NelLinx Integrated Master controller 8 IR 81/0 7 RS-422|101010|4
doc-camera
PLC XF35NL
I —
3LNS_WO2Z
POA M004 VGA
POA MD13NET:
—I-
t Bracket
Projector Equipment
Sanyo XGA Digital Multimedia Projector 5200 ANSI Lumens
'Sanyo_ On Axis Short zoom1 35 1 8 1 Lens
Salvo D Sub-15 VGA/RGBHV Ir jput Module
Sanyo Advanced Network Control and Image Transfer
Mounting Bracket for protector in rear screen mirror/frame
Other AN Devices
Elmo Visual High Resolution Mobile Presenter digital macro
1Panason c DVDNHS VCR
Kramer 4 X 2 AN Swecher w/14- 6 232 control
Subtotal
TAX 825k
Total
$8 718 00 $8 718 001
$2 398 00 $2 398 00
$18500 $18500
$382 00 $382 00
$300 00 $300 ool
$709 00 $769 00
$18500 $18500
$596 00 $596 00
$13 473 00
$1 111 52
$14 584 52City of Culver City, California
City Council Agenda Item Report
CoonoiAVFaeiix E hbt I
Sound Reinforcement System
The AN Integrator shall use the existing design (see facility audio drawings Exhibit I) the specifications found in the RFB and
the guidline below to propose a complete turnkey system replacing most of the equipment in the Exhibit I with new equipment
The proposed system may be a general proposal of the design with a lump sum cost (see below)
A final detailed design will be required upon award of a contract to the successful bidder
At that time a detailed equipment list shall be c eated by the AN Integrator with assisstance from the PMT
hem I Oty I Part Number
I Deer-mho
Audio Equipment
NO _ Peavey Media/11:9m NION Hardware and Nware Software|109| NIO 8ML Peavey MedIaMatnx NION Mic/Line input cards|109| NIO 8o Peavey MediaMatrix NION output cards|109| y130151 .-4/KVM. RackMount Flip-up LCD Monitor w/4 input KVM w/traditional mouse|109| 'TBD PC Windows Rackmountable CPU|109| iMB 15 Rolls audio Isolation transformer bl directional balanced/unbalanced
20 CMS 6 TDC Tannoy Ceiling Speaker for Counc I Chambers only (no adjacent rooms)|109| 05146560 5501 Powerware PW5115 1000 Uninterrupted Power Supply
14 AT857MLa Audio Technica Microphone w/AT8416 Shockmount|109| AT857MLa Audio Technica Micro hone w/table top stand model AT8615
Additional E ul r q...p2m umt
(AN Integ ator to add equipment as necessary to above equipment to complete proposed design) —
UtiiiSt I
11
12 1 MTRLS Winng connectors suppl es cabling
13 1 11J124M/BETA87FShure Wireless Transmitting Microphone System|109| 14._ 4 —DSC CX168 Power Amplifiers (8 channels) 5 channels driving 20 Speakers in chambers
15 (90*watts ger channel)
Audio Equipment
Materials
(Lump-Sun_) Subtotal
Labor ii I di RE el i g Ir So d di, velem, a fGUlt I
TAX 825/
$27 823 001
$2 500 00]
$30 323 00
$7 800 00
$2 501 65
340,624 65
Production Control System
Description
Robotic Camera Control and Cameras
AW E650 Panasonic AW E650 1/2 Cameras $3 888 00 $11 664 00
YH19x6 7 KTS Canon Lenses mounted to camera $4 131 00 $12 393 00
PT CP 9252327C Telemetncs Robotic PAN/Tilt Head SO 00 $O 00
CA i
CP 2 -50 D 25 interconnect cable to Pan Tilt Head 2508 $630 00 $2 520 00
51 1505A 500 Belden Cable 5008 spools of Coax cable for Video Out and Genlock $110 00 $660 00j
Sound Reinforcement Equipment |109| 1 AG MX70 Panasonic Switcher $5 641 00 $5 641 00
_ 7
1 LCG 5000R Comp( Character Generator $4 897 00 $4 897 00t
8i 1 PRV LX1DW Pioneer DVD Harddnve Recorder/Player only dual HO available $5 329 00 $5 329 001|10 9| 2 DMR 16070 Panasonic Hardnve Recorder/Player wl FEC rackmount $796 00 S796 001
10 1 AP41 SP U Hot on c Vdeo Sych on car/Processor $1145 00 $1 145 00
111 2 V R53P Marshall Tnelej Monitor Panel $1 688 00 $3,376 00
Automated Playback System
12 1 Nexus Server Ileightronix Nexus Cont oiler/Server System inlay:Mg Pro buss ports $5 718 00 S5 718-00
13 1 L—GX USBHD400 Seagate USB media Hard On es for Server $499 00 $49900
1411 DVP CX777ES Sony 400 Disc DVD Changer
$594 00 $594 00
Install
Cable Connectors misc etc $1100 00 $1100 001
Installation Labor Including Proafamming, cable runs wiring racks etc $47000 S4 670 001
Robotic Camera Control and Cameras $27 237 00
Production Recording Equipment $21 184 00
Playback System $6 811 001
Materials Connectors etc $1 10 0 00)
Subtotal $56 332 00
iLabor total $4 710 00/
TAX 8 254 $4 647 391
Total
$65 774 39
Vey I P rt Number
I UiiiiSi I Ext.|1010| a|1010| 3
3 CFE|1010| 4
5City of Culver City California
City Council Agenda Item Report
Corn I AV F c E|1010|Field Production Equipment Future Purchase Only
Descripho
Camera S stem|109| DSRPD170 Sony_DVCAM Camcorder Package
2 1|99| /ACC P0170 DVCAM Accessories Lens Adapt Case Charger Extra Battery|109| 1 DV6-0611 ISachtler DV 6/20 system Tripod 123 LBS|109| UCR201/UH4001Lectrosomc UHF UCR 201 Rece vet UH 400 Transm tter Wireless Mica
-|109| 1 IV LCD56 KIT Marshall V 5 6 LCD Monitor with Speaker|109| 1 PAG 6 Kit PAG Paglight sun gun light with batteries and accessories
EV RE50 Electra Voice hand held micro hone
Liphting
4ARRI 03 KIT ARRI Soft back 03 Kit with extra Soft light kit
Cablin & Materials|10 10| ACC PKG rXLR mic cables Video cables Fire wife cables extra bulbs etc
Camera System
LiattiLg i
Materials
Subtotal
TAX 8 25 /
Total exclusive of 6 -id total belowL_
Ilem 11I Oiy IP rt Numbe
$3 220 00 $3 220 00
$40400 $40400
$1 758 00 $1 758 00
$2 168 00 $2 168 00i
$304 00 $304 00
$40900 $40900
p7200 $27200
Si 944 00— $1 944 00
$250 00- $250-00
$1535 00
$1 994 00
$25000
$10 779 00
$889 27
$11 668 27j
Unit Sell I Ext
Equipment, Materials and Labor Bid Totals
Description I Ex! I
Bid cost minima
$14462900 — r iquipment Totals (excluding Field Production Equipment)
Materials supplies $3 600 00
Labor Totals $35 144 001
Warranty Service One Year $9 250 00
TAX 8 25 / S12 228 89
Bid Total Not to Exceed Bld amount) $20485189
OPTIONAL LINE ITEMS
Extended Service Maintenance Agreements Available
for 2nd 3rd and 4th Year After First Year WarranV Service
Custom Platinum Gold Silver and Bronze Level Options
(See attached sample agreements)
TAX 8 25 /
Totatotokftonal items/
(adder Signature)
(2
City of Culver City, California
City Council Agenda Item Report
STATE OF CALIFORNIA
BIDDER S AFFIDAVIT
COUNTY OF LOS ANGELES
Michael Gavigan
being first duly sworn deposes and says
1 That he/she is the Vice Pres & CFO of Hoffman Video Systems
(Title of Office) (Name of Company)
hereinafter called Bidder who has submitted to the City of Culver City a bid for Design and
Installation of the Culver City A/V Facilities (AVF) Project.
2 That the bid is genuine that the same is not sham that all statements of fact in the bid are true
3 That the bid was not made in the interest or behalf of any person partnership company, association
organization or corporation not named or disclosed
4 That the Bidder did not directly or indirectly, induce solicit or agree with anyone else to submit a false or
sham bid to refrain from proposing, or to withdraw his bid, to raise or fix the bid price of the Bidder or of
anyone else, or to raise or fix any overhead, profit or cost element of the Bidder's price or the price of
anyone else, and did not attempt to induce action prejudicial to the interest of the City of Culver City, or of
any other Bidder or anyone else interested in the proposed purchase order
5 That the Bidder has not in any other manner sought by collusion to secure for itself an advantage over any
other Bidder or to induce action prejudicial to the interests of the City of Culver City, or of any other
Bidder or of anyone else interested in the proposed purchase order
6 That the Bidder has not accepted any bid from any subpurchase order or matenalman through any bid
depository the bylaws rules or regulations of which prohibit or prevent the Bidder from considering any
bid from any subpurchase order or matenalman, which is not processed through that bid depository or
which prevent any subpurchase order or matenalman from proposing to any purchase order or who does
not use the facilities of or accept bids from or through such bid depository,
7 That the Bidder did not, directly or indirectly, submit the Bidders bid price or any breakdown thereof or
the contents thereof or divulge information or data relative thereto to any corporation partnership,
company association, organization bid depository, or to any member or agent thereof or to any individual
or group of individuals, except to the City of Culver City or to any person or persons who have a
partnership or other financial interest with said Bidder in its business
8 That the Bidder has not been debarred from participation in any state federal or public works project
Dated this 27 day of May 20 05
(Title)City of Culver City, California
City Council Agenda Item Report
Council AV Facilities
Project s Primary Goals and Objectives Evaluate facilities and
identify System and sub systems components that should be
replaced determine technological defiaenaes and suggest
enhancements
Equipment Assessment
'
Current
COnditiOn, iderifffY de`kois sihid are: 11-1nreliable due (o constant tilling,
Total System Replacement (approx ) $400 000-500 000 317 nt4gratiii;',- fUricti:oitilPfOririance,
or4iii\ielt&ie4ed eixPeitancy_. • •
Total Recommended Replacment (based Assessment) $280 000 00
Total Budgeted for Replacment $204 000 00 Impact of Failure ?No functionality at all 'Partial loss of functionality
ptions
, X '. , 2" ._ ' : .
• "Ethrneled Full '
Re placement Casts
Bed
for Replaa-n et 1
.SYris,n a,sljt:i:Idoat s 6-1/ other
nets7.ht.arte9 h.lun n clpe14,es•
-,
-,- ,.,,, ' . 1.1k
' • - ''''
. Current'corldtkir ' Impact cf Failure
Rating
LII,411,00C of
c,ornp:9tet faluna
1-40-Moderate-
I. ow
'Voting System
$45 000 $42 108
N/A 3Intermittent Failing 2No Electronic Voting 6
High
'AN Control System
$13 000 S5 993
N/A 'Intermittent Failing Partial/Demce Control 5
Moderate
'AN Devices
$28 000
-
'314 CAS •
r i .
Santa Monica $25 000(2000) 2Poor performance 2N o functionality 5
Low
'Sound System in Chambers
$45 000 -$27,873
Beverly Hills $50 000(2004) 3Poor performance 2No sound in room or TV , 5
Moderate
Sound System equipment in adj mit room
not in budget (20K) SO
N/A 'Exceeds Life Exp 2 No functionality 3
Low
Camera Heads with Lenses (3 cameras} $27 000 $24 000
Torrance $55 000(2005) (41
Long Beach $48 000(2005X4}
3
Intermittent Failing 'Partial/ TV meeting Coverage 4 High
Camera Robotics
$20,000
,
2,0013.-.._ . Palos Verdes $17 000(2003) 3Poor performance "Partial/Cam movement , 4
Low
Camera Control with cabling
$20,000 Long Beach $12 000 (2005) 'Poor performance 2No Cam movement 5
Low
High
'Production Recording Equipment
$50,000
;,---- ,-v•:`
111-
Torrance $120 000(2005) 4Unreliable 2No TV meeting Coverage 7
Production Dubbing Equipment
$10 000
(typical) $15-25 0000
'Poor performance 1PartialCopes or Duplication 4
High
Playback Equipment (1 channel)
(Persons!! Resources) $8 000
Commerce $50 000 (2004)
Long Beach $120 000(2005)
Santa Monica $45 000(2005)
N/A N/A N/A N/A
Field Recording Equipment
$25 000
— -
SO
N/A N/A N/A
Furniture
not in budget (30K) $
,.::.i,
N/A N/A N/A
Low
N/A
Electncal Work
not in budget (30K) 30 ...:: i ,.-e.•::
N/A N/A
Matenals supplies
partial budget (25K) O. .' H . :.,-,•;-.•
Installation Services, Labor and Taxes
partial budget (115K) 5300idij a - N/A N/A
Totals $503 pop pp
$185 659 00City of Culver City, California
City Council Agenda Item Report
Courrcil AV Fac Ities Exh bd-1
Upg ades or Specs others a e
replacrnent totals
DefcienOes
Sieienan, of Neighboring City Projects
City of Torrance
City of Long Beach
City of Santa Monica
City of Beverly Hills
City of Commerce
n2035 spent $1.2 million on 4-channelAutomabaci playback for a_Govemment, Parks & Rec, Public Access,coliege Channel
I n 2005 spent $120 000 on new video server playback system, and $98,000 on new Cameras & Switcher in Council Charribers.
n2005 spent $6000 on a 3-channel automated playback system and in 2000 spent $300 000 on Cotinctl AN pOtetn,
In 2004 spent $55 ,pop on the Installation of a new Sound SYS* m,and AV control System.
In 2004 spent $50,000 on the installation of a new automated playback system.
City of Hawthorne
in 2005 spent $18,000 for "on-air graphies09/12/05
Authorization to Enter Into an Agreement with
Hoffman Video Systems for the Purchase and
Installation of Voting Software and Hardware, Audio,
Video, and Broadcast Production Equipment for the
Mike Balkman Council Chambers
MEETING DATE
AGENDA ITEM
ATTACHMENTS|109| July 11, 2005 Staff Report|109| May 27, 2005 Hoffman Bid Response|109| Darren Doerschel's Matrix of Future Equipment
Failures Likelihood and Ramifications
Pages
1-11
12-36
37-38City of Culver City, California
City Council Agenda Item Report
Meeting Date 07/11/05 Item Number AGENDA ITEM Authorization to Enter Into an Agreement with Hoffman Video
Systems for the Purchase and Installation of Voting Software and Hardware,
Audio, Video, and Broadcast Production Equipment for the Mike Balkman Council
Chambers
Contact Person/Dept Joe Susca Phone Number 310-253-5763
Public Works
Fiscal Impact Yes [N No 0 General Fund Yes [X] No 0
Public Hearing 0 Action Item pi c Attachments [X]
Public Notification
Master Notification List, Doug Nielsen, Broadcast Media Communications, Studio
Spectrum Inc, Edwards Technologies, Inc , Spinitar, VIP Inc , SPL Integrated
Solutions, Pro Sound, Media Centric, TV Magic, Sunset Studios, Granicus, Hoffman
Video Systems, A-Vidd Electronics, and Darren Doerschel were notified by e-mail on
July 6, 2005
Department Approval
Charles D Herbertson 6/28/05
CAO Approval
City Controller Approval
RECOMMENDATION
authorize entering into an agreement
and installation of various audio,
and to replace the existing voting
Council Chambers Audio-Video
P-846
in 1995 the Mike Balkman Council
with various voting, audio and video
are controlled through an AMX system
functions as voting microphone muting,
chime, document stand camera
on/off room lighting overflow room
such as VHS tape, slide projector
of City Hall, the City s cable
with broadcasting capability, adding
equipment necessary to produce and
Staff recommends that the City Council
with Hoffman Video Systems for the purchase
video and broadcast production equipment,
software and hardware system for $204,851
Upgrade P-849, and Council Chambers Acoustics,
BACKGROUND
When City Hall s construction was completed
Chambers (Chambers) was equipped
equipment components many of which
The AMX system remotely controls such
speaker volume, white screen up/down
zoom/focus radio station transmission
speakers, and rear-projection screen viewing
and the City Clerk s personal computer
Within two years after completing construction
television operator equipped the Chambers
cameras and other broadcast production
air live meetings held in the ChambersCity of Culver City, California
City Council Agenda Item Report
The primary goal of the Council Chambers Audio Video and Acoustics Project
(Project) is to evaluate the audio video voting room control, and broadcast
production systems (System) and replace those components that are in jeopardy
of failing, or have a poor history of reliability due to their age The goal of the
acoustic component of the Project is to identify and implement facility
improvements to optimize the Chambers audio system performance The
secondary goal of the Project is to enhance the System s existing technology
features and functionality
At their February 14, 2005 meeting, the City Council authorized entering into an
agreement for $13,425 with Darren Doerschel a Systems Integration Consultant,
to perform the following tasks
1 Evaluate the Chambers acoustics and prepare a recommendation for its
improvement
2 Assess the existing System, advising staff on each component s life
expectancy and its state of technology
3 Analyze the feasibility of broadcasting in High Definition Television format
4 Interview users of the System to discuss existing features and functionality
and to identify any problems or desired enhancements to them
5 Prepare a list of equipment and estimate their replacement costs
6 Prepare installation diagrams for the new equipment and components to
integrate them into the existing System
7 Prepare a Request for Bid of plans and specifications to seek competitive
pricing from dealers for the equipment its configuration and programming
labor to install it and end-user training
8 Evaluate the bid responses with staff
9 Perform project management oversight to ensure the equipment is
properly installed tested and fine-tuned
10 Compile the various new equipment operations manuals and other
documentation into binders for end user reference
11 Oversee training on the updated System for staff and City
Councilmembers
DISCUSSION
Darren Doerschel has evaluated the City s existing System coordinated
meetings with various equipment manufacturers on behalf of the City, attended
staff meetings to discuss the Project and prepared a Request for Bid (RFB)
document of equipment and other specifications that was subsequently
advertised to equipment dealersCity of Culver City, California
City Council Agenda Item Report
Assessment and Evaluation Report
Darren Doerschel evaluated the Chambers acoustics and the existing System s
software, hardware and equipment components and prepared an Assessment
and Evaluation Report (Report) that is attached to this staff report for your
reference
The conclusions of the Report are summarized below
• Chamber Room Acoustics Some minor sound echoing was observed in a
few areas of the Chambers, as well as a loud Heating, Ventilation and Air
Conditioning (HVAC) system
The minor echoing could be improved by hiring an architect to design and
subsequently install acoustical material retrofits, but the $15,000 to $40,000
cost to do so is prohibitive when compared to the relatively minor amount of
acoustical improvement it would provide
Taking the measures outlined in the Chamber Acoustical Improvement
section of this staff report at a cost of $4,635 would reduce the noise
originating from the HVAC system, allowing the audio system to operate
without having to constantly compete with the background noise it creates
• Voting System The existing AMX voting system has exceeded its life
expectancy Although the software is operational for most functions and
provides adequate electronic voting support for the public meetings, the
operational limitations along with intermittent functional problems due to its
age call into question the future viability of the system Additionally, due to
continual compatibility issues with current technologies in the audio/video
industry and the lack of system support or maintenance from the
manufacturer and their dealers, the likelihood of component failure is high
Since no replacement exists such a failure would be considered very
problematic As a result, the primary voting system should be replaced This
portion of the project is estimated to cost $45 000-$50,000
• AMX Room Control System Certain aspects of the system may still be of
some functional use when integrated with a new voting system, however due
to signs of failure, life expectancy, and difficulty in integrating it with newer
technologies, the entire system should be replaced with the expectation of
some cost savings realized by retaining some components and/or existing
cabling This portion of the project is estimated to cost $10,000-$15 000
aCity of Culver City, California
City Council Agenda Item Report|1010|• Sound System Although the sound system may be improved with a few
component upgrades, the overall value of such an enhancement could only
be accurately measured after installation with little or no recourse if the
improvements were not adequate Most of the critical components in the
existing sound system have exceeded their life expectancy and should be
replaced by a complete, turnkey sound reinforcement system that has
enhanced features and functionality that is better suited to the Chambers
This portion of the project is estimated to cost $45 000-$55 000
• Rear Screen Prolector The existing rear-projection system has exceeded its
life expectancy and should be replaced with a new one Today s rear-screen
projectors will be a marked improvement in image quality and illumination
over the existing one This portion of the project is estimated to cost $8,000-
$12,000
• Broadcast Production System
Show Production System The Video Toaster, which is the heart of the
PC-based broadcast system, has exceeded its life expectancy and
should be replaced immediately This portion of the project is
estimated to cost $20,000-$25,000
Cameras With the exception of the document camera, which is
recommended to remain in place the other cameras do not provide
adequate low lighting capabilities suffer from poor dynamic response
and due to their age, have become unreliable The gain adjustment
that is required on each camera due to the light levels in the
Chambers make the images grainy and noisy The cameras are
obsolete, cannot be upgraded and require complete replacement
however, their lenses may be used in the new cameras purchased
The existing cameras should be replaced with cameras equipped with
better low-light features and current technologies This portion of the
project is estimated to cost $35,000-$40 000City of Culver City, California
City Council Agenda Item Report
• New System Enhancements In addition to evaluating the existing System,
Darren Doerschel also addressed the following enhancements derived from
the Public, Educational, and Government Television Channel Needs
Assessment prepared for the City s cable television franchise renewal
negotiations
Playback System The budget may allow for a new moderately priced
automated playback system that will allow staff to automatically
schedule the airing of the previously recorded meetings, as well as
create and broadcast a bulletin board of community information This
portion of the project is estimated to cost $12 000-$15,000
On-Location Production Equipment Budgetary constraints do not
permit the purchase of an on-location production system at this time
A multi-camera system could be rented on occasion if required or if an
increased number of off-site meetings and events are expected, a
multi-camera system should be considered in the future, along with
equipment capable of editing the pre-recorded event prior to its
broadcast This portion of the project is estimated to cost $15 000-
$20,000
Producing in High Definition Television (HDTV) Format The
responsibility of converting analog signal programming into digital
format so that viewers at home may decode them on their digital
televisions lies squarely with the satellite or cable television provider
The City currently produces its programming in analog signal format
and may choose to invest in HDTV equipment to begin sending digital
signals to the cable television operator directly but to do so would cost
considerably more for the Project s equipment replacements, or
approximately $350 000 to $500,000 in additional costs In
approximately five or six years however the cost for HDTV production
equipment will be reduced significantly, making it more feasible for
Municipal Government TV Channels to begin thinking about slowly
converting their equipment at that time A couple of the components
that will be purchased as part of this Project, like the Video Toaster
Show Production System replacement, have dual analog/HDTV
compatibility built into them
rCity of Culver City, California
City Council Agenda Item Report
cp
System Evaluation Cost Estimate Summary
Item Estimated Cost
Chamber Room Acoustics Improvement $4 635
Voting System Replacement Software
and Hardware
$45 000 to $50,000
AMX Room Control System
Replacement
$10,000 to $15,000
Sound System Replacement $45,000 to $55 000
Show Production System Replacement $20,000 to $25,000
Camera Replacements
$35,000 to $40,000
Automated Playback System* $12,000 to $15,000
On-Location Production Equipment* $15,000420,000
HDTV Production* $350,000 to $500,000
Request
*Denote Enhancements to the Existing System
for Bid
as a guide Darren
make and models software,
Project
qualified to bid on the Project
Fourteen equipment dealers
12, 2005 Of those fourteen
as follows
Utilizing the Assessment and Evaluation Report conclusions
Doerschel prepared a RFB that specified equipment
hardware and end-user training requirements for the
Unfortunately, no Culver City firms exist that are
The RFB was formally advertised on April 22, 2005
attended the mandatory job walk held on May
dealers, six submitted bids by the June 2, 2005 deadline
Hoffman Video Systems, Glendale, CA
$216,519
Broadcast Media Communications Laguna Niguel, CA $239 496
Pro Sound, North Hollywood CA
$250,890
TV Magic San Diego CA
$265 059
Edwards Technologies, Inc, El Segundo CA
$273,362
Spinitar, La Mirada CA
$315 849
Upon receipt of the RFB responses Darren Doerschel met with staff to evaluate
and recommend an equipment dealer
Hoffman Video Systems (Hoffman) has received favorable recommendations
from their existing and prior clientele and as a result, staff recommends enteringCity of Culver City, California
City Council Agenda Item Report
into an agreement with Hoffman in the amount of $204,851 for the purchase and
installation of the replacement audio video, voting, and broadcast production
equipment To remain within budget the $11 668 On-Location Production
Equipment has been eliminated from the Project
The new equipment comes with end-user training, a one-year warranty and an
enhanced maintenance agreement that includes a four-hour on-site response
time to any new equipment failures
SUMMARY OF ACOUSTIC IMPROVEMENTS
AND SYSTEM EQUIPMENT REPLACEMENTS
Chamber Acoustical Improvements
Staff met with an HVAC contractor recommended by Darren Doerschel that
proposed some low-cost measures that could be taken to reduce the HVAC
noise in the Chambers After reviewing the list with City facilities staff, all but
their last recommendation was implemented as follows
o Airflow Balancing It was noted that the amount of air coming out of the air
registers was significantly unbalanced throughout the Chambers Some
air registers had a very high volume of air coming out of them (creating
noise) and others very little We hired the HVAC contractor to balance the
Chambers air registers, returning them to their original engineering
specification when the building was first constructed Completion of the
air balancing has reduced the overall noise level from the air registers
significantly without reducing the overall volume of air being circulated
throughout the Chambers
o HVAC Pipe Vibration It was observed that the HVAC piping that runs just
behind the dais and over the roof of the Chambers was vibrating loudly
creating noise City staff retrofitted the pipe with vibration eliminators
which has significantly reduced the vibration noise generated
o Dais Air Registers Subsequent to completing City Hall s construction
two additional air registers were installed in the ceiling directly above the
dais These air registers are noisy City staff installed two attenuator
boxes in the ceiling ductwork, which has resulted in making the air
registers significantly quieter
o *New Air Registers Replacement of all the ceiling mounted air registers
with new ones known for their reduced noise levels, along with increasing
the size of the ducting that leads to them was recommended
7City of Culver City, California
City Council Agenda Item Report
*The HVAC contractor proposing the air register replacements could not
guarantee a minimum amount of measurable noise reduction as a result of
their replacement As a result staff decided to forego completing the work
estimated at $3,360
The acoustical improvement work outlined above except for the registers, was
completed by a combination of Public Works crews and the HVAC contractor at a
cost of $1 275 to the Project s budget
Audio, Video, Broadcast Production, and Voting Systems
Following is a summary of the equipment replacements
• Rear Projector The new rear projection system will deliver nearly twice the
illumination over the existing projector and deliver significantly enhanced
image clarity The total cost for this component is $14,000
• Cameras With the exception of the fixed document camera, all the
remaining room cameras will be replaced To reduce costs the camera
lenses will be reused saving an estimated $10,000, for a total cost of
$20 000
• Room Control and Voting System The existing AMX system that controls
the Chambers audio and video functions and its voting system will be
replaced with a state-of-the-art AMX system The total cost for this
component is $75,000
• Speakers All the ceiling speakers will be replaced The total cost for this
component is $4 000-$8,000
• Microphones Many of the microphones will be replaced The total cost for
this component is $4 000
• Audio System Replacement The heart of audio control system will be
completely replaced with a state-of-the-art computerized system that will
o Increase the systems overall volume capability
o Increase the number of microphone ports and fix the existing poor quality
floor microphones periodically installed for public meetings This will
eliminate the need for talkers to speak so closely into the microphone
o Automatically control any gain (feedback) the room may experience and
adjust the speaker sound levels in a millisecond
o Includes a processor that permits individual microphone control
o The Chambers microphones will await sound input before turning on, in
lieu of always being on This helps to control gain and feedback from
microphones that are not currently in use, but continue to be 'on
o Enhanced microphone sensitivity levels allowing automatic self-
adjustments to accommodate quiet or loud talkers, and close or far awayCity of Culver City, California
City Council Agenda Item Report
talkers The microphones will automatically adjust to each type of talker to
maximize their sound input resulting in a consistent level of speaker
volume
The total cost for this component is $35 000-$45,000
• Broadcast Production System The broadcast equipment will be replaced
with a state-of-the-art system The new broadcast system may provide staff
the ability to create DVD s and automatically playback previously recorded
meetings at a date and time desired and will include the ability to create a
community bulletin board The total cost for this component is $20 000-
$30 000
Project Cost Summary
Item Cost
Chamber Room Acoustics Improvement $1 275
Rear Projector Replacement
$14,600
AMX Room Control and Voting System
$75 000
Replacement
Show Production System Replacement, New $65,800
Cameras, and Automated Playback System
Audio System Replacement $40 600
On-Location Production Equipment $11,668
Miscellaneous materials and supplies $7,576
TOTAL 216,519
Chambers Unavailability
Hoffman Video Systems has proposed a nine week timeframe to complete the
Project As a result, staff anticipates the work will be completed by the end of
September 2005
Staff anticipates the Chambers will not be operational for a period of up to three
weeks during the new equipment installation Public Works staff will be
coordinating with the Chief Administrative Office to determine where to hold the
public meetings usually held in the Chambers during the cutover period
Once installed, training on the new systems use will be held for the City
Councilmembers, staff, and the City's Videographer In addition to the training
sessions Hoffman will be attending the first public meeting for all theCity of Culver City, California
City Council Agenda Item Report
I 0
Commissions Redevelopment Agency, and City Council to perform any
troubleshooting that may be necessary and to ensure that users of the new
system feel comfortable with its use
Public Address System
The Fire Communications Division is researching the purchase of a mobile public
address system budgeted at $10 000 The portable system will have wireless
microphones and wired speakers allowing it to be set up for use at any remote
location that has access to electricity The system will be used at town hall and
other public meetings and events and is funded by this Project
FISCAL ANALYSIS
The Council Chamber Audio-Visual Upgrade (42000849) and Council Chamber
Acoustics (42000846) budget amounts to $229 580 These funds are allocated
as follows
Portable Public Address System $ 10,000
Consulting $ 13,425
Acoustical Improvements $ 1 275
Chambers new voting software,
hardware, and other audio, video and
broadcast production equipment
components Installation and training
$204 880
TOTAL $229,580
Sufficient funds exist to purchase and install the replacement equipment from
Hoffman Video Systems amounting to $204 851
The City is currently negotiating a renewal of its cable television franchise All or
a portion of these expenditures may be reimbursed by the cable operator upon
conclusion of those negotiations
Staff recommends postponing the purchase of the $11,668 On-Location Field
Equipment at this time due to budgetary constraints Upon conclusion of the
cable television franchise renewal process, funds may become available to
purchase this equipment at that time
ATTACHMENTS City of Culver City, California
City Council Agenda Item Report
• Voting Audio, Video and Broadcast Production System Equipment
Assessment and Evaluation Report, April 17 2005
• Hoffman Video Systems RFB response June 2, 2005
MOTION
That the City Council
1 Award an agreement with Hoffman Video Systems for Audio, Video, Voting
and Broadcast Production Equipment in a total amount of $204,851, and
2 Direct the City Attorney to prepare the appropriate agreement, and authorize
the Chief Administrative Officer to execute the agreement on behalf of the
City
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Interconnecting Audio and Vidco Systems Tolinology
City of Culver City, California
City Council Agenda Item Report
CITY OF CULVER CITY
COUNCIL CHAMBERS AUDIONIDEO FACILITIES PROJECT
BID NO 1305
Presented By
Vickii Chaffee
Hoffman Video Systems
1049 Flower Street
Glendale CA 91201
www hoffmanwdeo corn
(818) 507 7116 Fax (818) 507 7118City of Culver City, California
City Council Agenda Item Report
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Interconnecting Audio And Video S) sterns Teclinology
TABLE OF CONTENTS
Hoffman Cover Letter
Executive Summary
Project Overview
Hoffman History and Background
Executive Management Team
Project Management Team
Integration and Construction Standards
Quality Assurance Program
Equipment and Labor Bid Specifications
Hoffman Reference Form and Project Samples
Addenda Received Document
Hoffman Financial Data (Inc Insurance & License)
Proposed Project Timeline
Bidders Affidavit Form
Custom Warranty Agreement and Sample Maintenance Agreements
Additional Copies of Submitted RFB (Separate Attachment)
I lollinan
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City of Culver City, California
City Council Agenda Item Report
June 2 2005
Mr Joe Susca
Project Manager/Senior Management Analyst
Culver City Public Works Department
9505 W Jefferson Boulevard
Culver City CA 90232
Dear Mr Susca
Thank you for the opportunity to provide Culver City with our submission for
consideration in the upgrade project of city s council chambers audio/video
facilities Based on the site review and evaluating the requirements specified in
Bid Number 1305 we have prepared this proposal to implement the professional
technical services requested We will address the scope of work and installation
plan as well as describe who we are and how we apply our design protocols in
realizing your vision of the chamber complex Our submission will also
demonstrate Hoffman s involvement extends beyond the actual completion of the
project as our technicians and engineers will stay on to assist the staff in
understanding each part of the system operation troubleshooting and accessing
after sale support
As outlined in the bid its scope is complex and more than a simple upgrade—it s
the creation of a technically advanced media system that must also be very user
friendly This project is exciting—to be partnered with Culver City in transforming
the existing infrastructure into a vibrant public venue and effective staff
workplace Hoffman has been fortunate in developing strong relationships with
several municipalities over the last several years including a recent city council
upgrade for the City of Long Beach earlier this year And one of our current
projects is a large scale broadcast/classroom integration at LAPD s Ahmanson
Recruitment Center We are a local systems integrator in our 63rd year with a
significant understanding and appreciation of this endeavor We would be
ho ed to involve our talent and expertise to revitalize the Mike Balkman
hambers
Voxii
Victoria Chaffee
President and Chief Operations Officer
General Sales Manager
Hoffman
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14hitele0iinCclilig Audio :Mil Video S) shuns Technology
Hoffman
City of Culver City, California
City Council Agenda Item Report
Project Overview
Some of you reviewing our proposal may already know of Hoffman Video
Systems We are one of Southern California s leading full service integration
companies in the design procurement and installation of professional multi
media broadcast video audio and software control systems We are a family
owned business in our third generation with a good understanding and
appreciation of a wide spectrum of clients and their applications—including
municipality operations Wed like to familianze you with our philosophy and
approach to the integration process and to that end we have included a detailed
profile on Hoffman in subsequent sections
From our collective experience each system integration project of this
sophistication is unique The challenge for the successful bidder will be multifold
combining highly competitive hardware costs a fairly aggressive timetable for
design and installation and a complex programming structure A well known
adage in our industry is that a project can be completed fast cheap and
good you get to pick two out of three The key here for the selected integration
team will be assigning experienced talent who realizes the fast track nature of
the work particularly in the initial hardware and software design phase An
immediate comfort level between the City s PMT and the integrator will have to
be established with both parties looking forward to rolling up their sleeves and
getting to work For the City $ part you have a strong foundation with an
esteemed consultant on board a clear idea on the overall bill of materials and
the inclusion of smart architecture in the software upgrade path
We agree with the City s recommendation of incorporating two phases of
implementation Phase One concentrating on the AN System and Voting
System Phase Two focusing on the Production Control Systems after the first
phase is fully ramped up We would provide the PMT with an extensively
detailed schedule of implementation within the required fifteen days after contract
award Initially we would not require daily access to the site or the PMT
However in the initial start up it may require daily contact with the PMT via e
mail and a scheduled timeframe for phone calls The core team will have the
ability to respond quickly consistently and concisely within the group We II set
up parameters for mutual decision making submission of documentation and
obtain approvals on all planned procedures
A significant portion of the project is devoted to AMX hardware and
programming We are fortunate to have two fully certified AMX
designer/programmers on our engineering staff Jason Gottfredson and Christian
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City of Culver City, California
City Council Agenda Item Report
Baker We also employ several experienced CAD operators who will assist with
the design requirements and as built drawing work ups We will assign a special
team responsible for design touch panel revisions and customized programming
Their extensive background in this area will collaborate with the PMT in bringing
proven ideas in creating attractive and easy to use touch panel sequences
In addition to AMX engineering our Technical Services Manager Jason
Gottfredson is also trained in acoustical sciences and is well versed in sound
system design in environments similar to the one in the council chamber One of
our current projects under construction the Getty at Malibu mandates extensive
acoustical testing with noise/vibration control We have included samples of our
audio testing documentation in a later section of our proposal titled Quality
Assurance Program We will carefully review the existing infrastructure in the
council chamber ceiling make any necessary recommendations prior to actual
replacement and will make sure the new speakers match cosmetically as well as
acoustically
Hoffman Video Systems is well versed in clean and accurate placement of
projection displays including many small space rear screen reflected
configurations We will provide a very stable secure and optimized positioning of
the projector resulting in the best signal output the Sanyo is capable of
We are knowledgeable in immersing the MediaMatnx audio products into the mix
and have staff certified for this manufacturers control system design We will be
happy to go over the matrix in detail during the engineering phase to make sure
the correct number of I/O cards and ancillary hardware has been correctly
included
Later in Phase Two we will want to develop a more accessible and logical
approach to the control room s rack layouts provide new cabling as needed and
re harness the wiring at the rear of the racks and feeding into the conduit The
movement to adding a Leightronix server system DVD recorders and a capable
switcher and character generator will result in better signal quality output and
duplications on a medium built for today
In regards to the robotic camera upgrade we spoke with Telemetncs and
received reassurances that the proprietary 25 pin interconnecting cable will be all
that is necessary for the interfacing of the pan tilt capabilities with the new
Panasonic camera heads It should be noted that the Canon lenses and
Panasonic camera heads will require shipment back to Telemetncs for lens
modification compatibility This procedure will take a few weeks to complete and
the special cable order will have a 4 6 week lead time before shipment While
we are actively working on Phase One our install team will want to conduct a full
Huffman
1 800 550 0225Interconnecting Audio and ViLicai Syqcnis Teclu'ailosy
thAfman
City of Culver City, California
City Council Agenda Item Report
inspection of the conduit run for the camera cabling In case we discover any
issues of concern we will want to address them early in the project run
With the release last week of the revised budget numbers we realized we would
have to re evaluate equipment/labor bid itself Because of the constraints on the
budget cap we did not include funding of the Field Production Equipment While
we have included costs for the products we have specifically noted on the
itemized equipment bid that this section is not included in the combined totals
Looking at the equipment quote you will notice that our proposed dollar values
do not fully conform with the budget guidelines given Because this is a relatively
labor intensive implementation we sharpened the pencil on the hardware portion
to allow sufficient coverage for the labor and programming The bottom line does
come in under budget and we welcome discussions with you on our choices of
dollar allocation if you have any questions We also encourage a discussion with
the PMT on possible models that may benefit from value engineering thereby
creating flexibility to moving any freed up funds where they might be needed
most—especially if there are product unknowns we may discover in the design
phase
There s much work to be done collectively from the very start of the project award
and we at Hoffman are up for the challenge We thank you for allowing our
participation in the bid process and look forward to answering any questions
and/or providing more information to the evaluation team at Culver City Lastly
we extend our congratulations and best wishes as you begin this worthwhile
upgrade It will be one of the highlights of 2005 for the City and how it presents
and represents itself to its citizens
Hoffman
1 800 550 0225
(1Interconnecting Audio and Video Symms Technology
Huffman
City of Culver City, California
City Council Agenda Item Report
HOFFMAN HISTORY & BACKGROUND
The story of Hoffman begins in 1941 Los Angeles when a fluorescent light
salesman stopped in on the Mission Bell Radio Corporation to collect on a past
due bill In an interesting twist of fate H Leslie Hoffman ended up walking out of
Mission Bell s headquarters as its new owner — and just
prior to the outbreak of WWII the Hoffman Electronics
Corporation began production of AM radios
The ensuing years saw Hoffman grow steadily from a small
radio manufacturer into a diversified national corporation
with seven divisions in multiple states The company was enormously successful
due to its innovations in the fields of communications and technology
From 1941 to 1977 Hoffman made significant advances in solar power and solar
cells semi conductors airborne navigation systems color television transistor
radios satellite and antenna transmission radar technology and management
and manufacturing processes In 1977 after 36 years in business the Board of
Directors at Hoffman Electronics decided to sell off the main divisions to Gould
Electronics a worldwide corporation and leading manufacturer of circuit boards
and military products
With the sale of the parent company J Knstoffer Popovich
son in law of H Leslie Hoffman and Bob Jablonski a 30
year Hoffman executive intensified their focus on a new
area of business that Hoffman had just begun to explore —
audio visual systems integration Their partnership and
interest in this relatively new field of systems integration led
to the creation of Hoffman Video Systems in 1978
Mirroring the growth of the Hoffman Electronics almost 40
years earlier Hoffman Video Systems started small by selling products
designing and servicing systems primarily for television and film production
companies But the company maintained Les Hoffman s drive for innovation and
growth and over the next thirty years began developing new systems with
applications across a variety of industries and markets
Today Hoffman Video Systems is one of the nation s largest and leading
integrators of audio and video components With corporate offices in Los
Angeles Denver and Atlanta Hoffman has strategically positioned itself to lead
the way in providing innovative visual communication solutions combining video
expertise technology and service
Hoffman
I 800 550 022oCity of Culver City, California
City Council Agenda Item Report
Interconnecting Audio and Vidco Systems Tcchnology
Hoffman has completed projects in 33 states the District of Columbia and Puerto
Rico And Hoffman s reputation as the leader in systems integration is not
limited to the United States In recent years Hoffman has completed
international projects in Japan Korea Philippines Egypt Saudi Arabia Mexico
Canada and Switzerland
Hoffman s capabilities include consultation design
custom fabrication installation training and service for
the audio visual security networking and
communication marketplaces Hoffman has been
getting increased recognition recently due to our
groundbreaking design and build process known as the
Four Wall In (4WI sm) Approach exclusive to Hoffman
whereby we design and install every element within the four walls of your project
Hoffman s philosophy is that the proper system solution is not just the right
configuration of electronic components it is the integration of electronics the
surrounding environment and human factors of those who work within the four
walls of the project
As Hoffman looks to the future the audio video systems integration industry
continues to grow and thrive New applications for technology spring up in new
industries almost daily and Hoffman stands ready to meet this new demand for
Control Rooms Videoconferencing Systems Multi Media Systems Streaming
Media Security Systems and Broadcast/Professional Video Systems
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City of Culver City, California
City Council Agenda Item Report
3-0
HOFFMAN EXECUTIVE TEAM
Chief Executive Officer — J Knstoffer Popovich
Kris founded Hoffman Video Systems in 1977 after previously working as
an executive at Hoffman Electronics heading up the company s Learning
& Educational Systems division Prior to joining Hoffman Popovich
worked within the Ford Administration and for Bank of America Kris sits
on the Boards of multiple organizations in the Los Angeles area including
Childrens Hospital the YMCA of Metropolitan Los Angeles and the
University of Southern California
Graduate of University of Southern California
MBA University of Southern California
President Criminal Justice Legal Foundation
President & Chief Operating Officer Robert T Shepherd
Robert became President and COO of Hoffman in 1999 Prior to joining
Hoffman Shepherd held management positions in several financial
services corporations including Great West Life and Manulrfe Financial
Rob sits on the Boards of the Pasadena YMCA and San Gabriel Council
of the Boy Scouts of America
Graduate of University of Washington
Member of the 1992 U S Olympic Team Rowing
Member of the Young Presidents Organization
Chief Financial Officer — Michael Gavigan
Michael joined Hoffman in May 2002 He brings more than 20 years of
experience in various senior management and executive positions at Pico
Macom Walt Disney ICN Pharmaceuticals and Arthur Anderson Michael
is a Certified Public Accountant
Graduate of Cal Poly University
Member of American Institute of Certified Public Accountants
Member of the California Society of Certified Public Accountants
Kalman
1 800 550 022.City of Culver City, California
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HOFFMAN PROJECT TEAM
Manager Technical Services Glendale Jason Gottfredson
Jason joined Hoffman Video Systems in 2002 Jason brings over 12
years experience in audio video and lighting applications including all
aspects of production design and system engineering in the rental and
installation sectors He has been responsible for engineering
lighting/audio/video design installation setup programming logistics and
project management
Member USITT
Associate Member AES
AMX Certified ACE Designer
Certified in Control System Design by AMX Crestron and Media Matrix
Senior Project Manager Doug Kautsky
Doug has been with Hoffman for over nine years He began his career in
audio visual systems integration in 1994 with American Video
Communications Doug was a Service Technician with American Video and
started in a similar position when he came to Hoffman Doug s knowledge of
systems integration and proficiency with design and troubleshooting led to his
promotion to Project Manager As Senior Project Manager Doug has
managed several large projects including Loyola Law School USC Dole
Foods and WeIlpoint Health Care
Manufacturer certified by AMX Electrohome Christie Extron Crestron and
Altinex
Recipient of the Hoffman Transmitter Award for achieving 100% customer
satisfaction rating in 2002
Project Coordinator Francis Alviso
Francis has 12 years experience in designing engineering installation and
project management In his career prior to Hoffman Francis designed hotel
conference facilities for Paul Alan Maga & Associates where his clients
included Hyatt International Four Seasons Hotel Nikko and Intercontinental
Hotels As a System Engineer for Douglas Roesch Communications Inc
Francis oversaw aspects of multimedia system integration at the 1984 LA
Olympics LAX Reagan Library the Nixon Library and Lockheed At
Hoffman Francis oversees project schedules equipment orders and
delivery He assists project engineers and represents onsite engineers
coordinating all field conditions to the owner/consultant and head of office
Graduate of the Asian Institute of Electronics Degree in Electrical
Engineering
Factory certified by Exton Picturetel Video Conferencing Trompeter
Christie Digital and Bose among others
lioffman
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Interconnecting Audio and Video Systems Tecintology
Engineer Chien Huang
Chien joined Hoffman as a Field Service Engineer in 1997 His career path
has taken him through almost the entire spectrum of audio visual
communication and electronics from computer testing and repair to
assembling and calibrating medical lasers to designing
prototype image capturing technology and microprocessor emulators Chien
has a gift for understanding most anything electronic Chien holds the record
at Hoffman for client satisfaction communications to the company President
Manufacturer certified by Tandberg Polycom AMX and others
Degree in Electrical Engineering from Cal State Long Beach
Recognized by the International Communication Industries Association (ICIA)
Field Engineer/Project Manager Al Martinez
Al joined the Hoffman team in February 2003 as a Service Technician In the
past 14 years Al has held engineering positions in systems integration
computer support and audio visual equipment Most recently Al worked for
Innovative Design Technologies where he was responsible for project
management service and installation on projects for the GAP Warner Bros
Studio Stores Nike Factory Stores and Citicorp
Graduate of Phoenix Institute of Technology
Manufacturer certified by AMX Christie Crestron and Sony
Recognized by the International Communication Industries Association
(CTS)
Senior Programmer Christian Baker
Christian became a member of the Hoffman team in 2004 bringing a wealth of
experience in the technical areas of design protocol coding and programming
of various software control systems His background experiences include a
seven year career with the Church of Latter Day Saints at the Salt Lake City
Temple complex as a member of their facilities management group
AMX Certified ACE Designer and AMX Control System Design
Service Coordinator Rami Fasheh
Rami handles the service on all major accounts serving as the primary
contact between Hoffman and its customer after the sale Ram is
responsible for monitoring and administering existing service contracts
maintaining remote systems monitoring for various clients and initiating
periodic service upgrades as they become available Rami developed
Hoffman s Priority Response System which allows customers to have
technicians on site within four hours of a service call 24/7/365 Prior to
coming to Hoffman Rami was a customer service representative at Andrews
Electronics where he was recognized for having a 100% satisfaction rate by
his clients
Graduate of ITT Technical Institute Degree in Electrical Engineering
Hoffman s Employee of the Year 2001
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Hoffman
City of Culver City California
City Council Agenda Item Report
General Sales Manager Vicki! Chaffee
An industry veteran of over 25 years Vicki' has been with Hoffman since
1998 specializing in broadcast video applications Prior to joining Hoffman
her resume includes Instructional Media Producer at Long Beach City College
and was a Senior District Sales Manager at Panasonic Broadcast and
Televisions Systems for 17 years She also periodically teaches field
production/editing at a local community college
Graduate of Long Beach State University Bachelor of Arts Degree in
Radio/Television
Member of SMPTE
Sub contracting Services
PGS Services Inc /Paul Stickelmaier
PGS Services is a long established electrical and structural contractor
specializing in the display and video broadcast market Hoffman Video
Systems has regularly contracted with PGS over last several years with
multiple projects including installations at the FilmNideo Department at
Orange Coast College Amgen USC Loyola Law School California Institute
of the Arts and most recently a custom dual screen installation in the
International Ballroom at the Beverly Hilton Hotel His expertise in millwork
display structural installation and electrical integration are components that
may include his involvement
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Interconnecting Audio and Video Symms Tcchnology
HOFFMAN INTEGRATION & CONSTRUCTION STANDARDS
Hoffman maintains the highest standards and all work performed will be
completed in accordance with Applicable Codes and Standards
I APPLICABLE CODES AND STANDARDS
A Codes All work performed by Hoffman will be completed in accordance with
applicable requirements of governing codes rules and regulations including the
following minimum standards
1 UBC Uniform Building Code
2 NEC National Electrical Code
3 NFPA National Fire Protection Association
4 FCC Federal Communications Commission
B Standards Equipment materials and associated components provided by
Hoffman will conform to the current revisions of the following standards as
applicable|109| UL Underwriters Laboratories|109| ANSI American National Standards Institute|109| NEMA National Electrical Manufacturers Association|109| SMPTE Society of Motion Picture and Television
Engineers|109| ISO International Standards Organization|109| AES Audio Engineering Society
II CABLE PULLS AND INFRASTRUCTURE
The heart of the project is the cabling infrastructure and connection plates that
provide access to and distribution for the AN systems Hoffman Video Systems
follows industry accepted and proven standards for cable run sheets labels
cable management termination and testing
Hoffman will provide and build the following
A Provide permanent identification of run destination at all raceway terminations
B All wire and cable shall be continuous and splice free for the entire length of
the run between designated connections or terminations
C All shielded cables shall be Insulated Do not permit shields to contact
conduit raceway boxes panels or equipment enclosures
I-Foffman
1 800 550 021)Interconnecting Audio and Video Systems echnolog,
City of Culver City, California
City Council Agenda Item Report
D Verify that all new raceway have been de burred and properly joined coupled
and terminated prior to installation of cables Verify that all raceways are clear of
foreign matter and substances prior to installation of wire or cable
E Inspect all conduit bends to verify proper radius Comply with relevant Code
for minimum permissible radius and maximum permissible deformation
F Apply a chemically inert lubricant to all wire and cable prior to pulling in
conduit Hoffman will not subject wire and cable to tension greater than that
recommended by the manufacturer Use multi spool rollers where cable is pulled
in place around bends Reverse bends are not allowed
G Secure all wire and cable run vertically for continuous distances greater than
thirty (30) feet Secure robust non coaxial cables with screw flange nylon cable
ties or similar approved devices appropriate to cable weight For all other cables
provide symmetrical conforming nonmetallic bushings or woven cable grips
appropriate to cable weight
II i WIRING PRACTICE
A Land all non coaxial field wiring entering each AV equipment rack at specified
terminal devices prior to connection to any equipment or devices within racks
Terminals will be located in the equipment racks or in the terminal cabinets
provided
B Identify all wire and cable clearly with permanent labels wrapped about the full
circumference within one (1) inch of each connection Indicate the number
designated on the associated field or shop drawing or run sheet as applicable
Assign consistent wire or cable designations throughout a given system Each
wire or cable shall carry the same labeled designation over its entire run
regardless of intermediate terminations
C Apply all crimp connectors only with manufacturers recommended ratchet
type tooling and correct crimp dies for connector and wire size
D Coordinate insulation displacement (quick connect) terminal devices with wire
size and type Comply with manufacturers recommendations Make
connections with automatic impact type tooling set to recommended force
E Make all connections to screw type barrier blocks with insulated crimp type
spade lugs Provide permanent designation strips designed for use with the
terminal blocks provided
Hoffman
1 800 550 0225Interconnecting Audio and Video Systems Technoloo
Hoffm
NI a
City of Culver City, California
City Council Agenda Item Report
F Dress lace or harness all wire and cable to prevent mechanical stress on
electrical connections Provide service loops where harnesses of different
classes cross or where hinged panels are to be interconnected
III ASSEMBLY AND FABRICATION
The equipment racks and components will be built in the rack rooms at a
Hoffman office The end user is welcome to view the progress of their project at
our facility at any time throughout the process This portion of the installation
includes the unpacking and testing of all major pieces of equipment prior to rack
building HVS builds programs and tests each system before the rack is bubble
wrapped and delivered to the site
IV PROGRAMMING
HVS s control systems programmers will develop code for the system to function
as specified The code will be uploaded into the system and tested after all the
required AN components are installed and have been wired to the control
system HVS will perform continual in house and on site testing of the system to
ensure that it meets the project specifications
V SYSTEM TESTING AND ADJUSTMENTS
Prior to the notification of system completion each sub system will be thoroughly
tested and adjusted This will include confirming remote controls for video and
audio inputs and outputs setting and equalizing normal level controls for video
audio and adjusting physical installation parameters Hoffman Video Systems
complies with industry standard specifications including SMPTE IEEE NCAC
and ASTM
Prior to the sign off of the system Hoffman will perform a series of systems tests
with the end user(s) Additionally all functions of the system will be
demonstrated Following the approval of this demonstration the AN systems
submittals
V i ACCEPTANCE TESTING REQUIREMENTS
A HVS shall perform acceptance tests to validate the requirements of these
specifications and to verify the operation of the installed systems Any equipment
and/or materials necessary to complete these tests will be provided by HVS for
the duration of the testing period
B Acceptance test procedures shall be prepared by HVS and submitted to
OWNER for their review and approval 15 days prior to the scheduled start of any
tests Test procedures will be printed in sufficient detail to verify the functionality
of each individual sub system
Hoffman
1 BOJ J50 0) )5rci !haft' an
Interconnecting Audio and Video Systems Technology
City of Culver City, California
City Council Agenda Item Report
C HVS will coordinate all testing with OWNER and shall conduct the testing in
the presence of OWNER S designate Upon completion of the testing the
contractor shall publish a complete test report itemizing the individual tests and
the results of each action
VI CLOSEOUT
Upon completion of installation and testing activities HVS shall prepare a list
identifying any aspects of the project which have not been completed in their
entirety These items will be considered the Punch List Items on the punch list
will for the most part be cosmetic in nature or not related to the function of the
systems This list will be presented to OWNER for approval and upon approval
shall be the contract close out document
VI i TECHNICAL MANUALS AND SYSTEM DOCUMENTATION
A HVS provides complete sets of installation and user s manuals for each piece
of equipment provided under the contract This document set includes the entire
set of audio visual as built
plans an operator and a user manual for all equipment pieces and a copy of the
warranty information for each item
B In addition to the above HVS will generate a complete systems operator
manual for this project This manual will include a step by step instruction
manual for the multi media control system Each button press on the control
panel will be detailed in this manual and a description of the action taken and
expected results will be provided
This manual will contain any required power on sequences and a detailed listing
of common problems and their resolutions The goal of this manual is for a
qualified OWNER representative to be able to manipulate the system and adjust
the displays to their requirement
C HVS provides a set of system functional diagrams and a list of power on steps
to follow adjacent to each set of equipment racks Both items will be provided in
a sturdy frame with clear glass or non scratching plastic cover Provide
permanent non fading media
VI ii TRAINING
Operator training is an essential component of the audio visual industry A
comprehensive training session will be provided The three main categories of
training are Operations Technical and Management A training session will
commence at the earliest possible date in each category and could be conducted
Huffman
1 800 550 0225
27"tall A I I 0 man
Interconnecting Audio and Video Sy steins Technology
City of Culver City, California
City Council Agenda Item Report
throughout the installation process to avoid delays Training for the completed
system will be at the convenience of the OWNER Training sessions for
Operations will cover the operational philosophy of the system
Technical training sessions will cover the operational philosophy of the system
and how the signals flow from area to area Specific maintenance/support
instruction on each major piece of equipment will be tailored to the needs of the
maintenance staff and their experience level System timing integrity of the
electronic pathways technical adjustments and troubleshooting will be
addressed as they relate to the specific sub systems Diagnostics training as
well as support lines will be addressed to provide the technical staff with
assistance should their troubleshooting efforts not provide the desired results
Operator training will focus on the set up of inputs and outputs control and
manipulation of the media and resources and the overall functional operation of
the control system usage for operations and technical adjustments and basic
rules of presentation in an AN system learning environment
Management training emphasis will identify the appropriate overall view of the
systems any sub systems designated for presentations and the briefing /
demonstrations of the system
VII STANDARD WARRANTY SERVICE
HVS will warrant all of the Work to be free from defects in materials and
workmanship for a period of twelve (12) months from the date of OWNER
acceptance of the work of this section
A First year service and maintenance will include telephone support and
Depot Level Service
B HVS offers a variety of On Site Service Contracts ranging from time
and materials to Platinum Level of On Site 24/7 Service
C HVS will warrant all of the Work to be free from defects in materials
and workmanship for a period of twelve (12) months from the date of
OWNER acceptance of the work of this section
I lollinan
1 800 550 Mr'iiolFma
Interconnecting Audio and Video Systems|1010|City of Culver City, California
City Council Agenda Item Report
Our team will always be certified have decades of audio visual
experience be professional and courteous on site be responsive to the
customer and they will barring extraordinary circumstances finish the
project on schedule
Throughout the installation we will continuously solicit input from the client
report on our progress adapt designs as necessary test all components
before during and after installation to ensure proper operation test and
re test the entire system and finally train all client staff on the operation of
the system
With our continuing service we will ensure the following client staff is
trained to handle/troubleshoot minor problems HVS will respond to all
calls for service HVS will offer on site service and HVS will continue to
provide ongoing training to the client as necessary
Some services may incur service charges or require the purchase of a
service contract Warranties will only cover service up to a certain point
The ultimate responsibility of the Quality Assurance
Program resides with Hoffman s Chief Operating Officer
He will monitor the results of all systems testing select the
implementation team for your project and be actively
involved in soliciting feedback The COO will make sure
that system is installed on time on budget and meets both
Hoffman s and the client s functional standards
The Hoffman Process
• Find out what they want
• Find out when they want it
• Make it happen
Find out what they want
• HVS Management Acknowledges Order
o Meet the customer
o Review Purchase Order
o Review Project Manager
O Establish schedule for delivery identify milestones
o Review Change Order Process
o Review Invoice and Payment Process
O Review Extended Warranty Program
lollinan
1 800 550 02,5City of Culver City, California
City Council Agenda Item Report
30
• Customer Advocacy Program
o Hoffman s Sales Rep is Customer Advocate
o Sales Rep acts as customer s agent within Hoffman
o Discuss progress ask if we re meeting customer expectations
Find out when they want it
• Establish Schedule
o Define customer s milestones
o Monitor the schedule
• Review schedule with PM and purchasing
• Discuss project with suppliers
o Get suppliers to believe in our jobs
Make it happen
• System Engineering
o Prove system design
o Value engineer the system if necessary
o Revise equipment list
• Review and revise rack requirements after on site review
• Identify deliverables
o Submittals
o Riser diagram
o M&E drawings
o Acknowledge importance of submittal process
• Purchasing
o Just in time delivery
Careful coordination between Project Manager and
Purchasing Agent
o Volume purchasing
o Attention to delivery fees schedule and storage
• Site meetings
o Regular attendance
o Visit the site to assess progress
• Count conduit verify size and continuity
Make sure pull boxes are where we asked them to be placed
• Make sure they re taking no shortcuts
I loffinan
1 800 550 07,5City of Culver City California
City Council Agenda Item Report
• Verify availability of loading dock freight elevators make
sure racks and equipment will fit inside elevator
• Establish relationships with other vendors
o Carefully explain the AV systems impact to other contractors
Review heat loads size shape of equipment
Make a huge fuss when subcontractors don t pay attention to
our requirements
o Sort out site problems make sure the AV stuff does not delay other
contractors
• In house Installation
o Racks and sub assemblies
Documented procedures for wiring termination
o Testing and Quality Control
• On site Installation
o Documented procedures for shipping and delivery
o Project management
• Clean and tidy personnel
Adherence to safety procedures
Respect for Building Code local rules
• Project Meetings at HVS
o Delivery based on customer approval milestones
o Internal Audit
Weekly progress reporting
• Punch list
• Operational deficiencies
• Site problems
• Equipment malfunctions
o Correcting problems to be a cooperative effort
o Share punch list information with customer advocate
• Manage Change Orders
o Qualify the requirement
o Present and approve paperwork
• Training
o Earliest possible date
o System philosophy
o Control & manipulation
Hoffman
1 800 550 0225
3/Intercom-lc:Ming Audio :Ind Video Systems Tecimolog
Iolfi.aa
City of Culver City, California
City Council Agenda Item Report
3)-
o Functional operation
• Customer Complaints
o Project manager to Investigate and Correct
o All complaints reported to senior management for review
o Complaint analysis and revaluation
• Eliminate problem
• Satisfy customer
Establish new procedures
Huffman
1 800 550 01).)$6 540 00
$7 074 00
$5 232 00
$2 071 00
$250 00
$3,264 00
$1 90700
$21800
$381 00
$10900
$82 00
$44 00
$28 00
N/C
$6 540 00
$7 074 00i
$15 696 001
$6284 00;
$1 250 00/
$3264 00i
— $1 907 00
51 308 00
$381 00
$327 00
$41000
$132 00;
$28 00
N/C
$1 500 00j
$3 36- 6 00
$2 520 001
$2 520 001
$11 234 00
$3 000 001
$42 108 00
$4 98 5 9 10 93 1 0909i
$22 634 00
$3 968 331
$74 703 33/|1010|AN Devices
Delamptlen Ply I Pan Numbs I Unit Sell 1 EL
HV 110XG
AG VP310
'VS-402XL
6 1|109| 1
al
City of Culver City, California
City Council Agenda Item Report
C unal AV F toe 5,45I
I lion ifI Oty IPIO Numbor
Voting and AN Control
Dew:boon
um sea j Ext.
Voting System
,,,FG070 516 AMX NSS VOTE Software Solution vote
, FG- 22- 56-61V— IAMX NXD1500VGV Modero VG senes 15 Touch Panel Flush mount
FG2251-61V IAMX NXD1200VG Modero VG series 12 Touch Panel Flush mount
FG2258 02K TAMX NXD CV_7_Moden_17 Touch Panel Flush mount volingstabons
FG423:41 AMX PSN6 5 12V 6 5A Power supply
IFG2275 01
|99| 1 IFG2105
,,, ..._.|109| 6 F02020 AMX NXC REL 10 Relaycard ILO) channels|10 9| 1 FG2024 AMX NXC VOL4 volume control card
10 3 FG2009 10 AMX NXS NMS NetModule Shell chassis for control cards
11 5 FG423-45 AMX PSN4 4 135V 4 4A Power supply CV7 Modero
12 —3 - FG515 AMX AC RK Rack Mount Accessory (1H)
_...
13 1 FG517 _ AMX CSB Cable Supoport Bracket (Netlinx)
14' 1 1FG10-000 11 AMX CC NIRC IR Emitter Cable
15 1 MTRLS lInstallation materials, connections, cabling etc
Professional Services and Installation Labor r-
16 1 PS7000 System Commissionungyequtred) Protect Management
17 — 1 PS2000 Touch Panel GUI Design _
1 JPS3000 Control System Design (button by button Axvore)
19 1|99| 1PS1000
20 1 INSTALL Control System Programming
Labor on Cable runs, connections, material install millwork Vote System Total
AV Control System Total
Subtotal
System Commissioning and Professional Services Labor total
TAX 8 25k
Total_
AMX NXP TPI/4 NexLinx Touch Panel Interface 4
AV Control Stem
AMX NI-4000 NelLinx Integrated Master controller 8 IR 81/0 7 RS-422|101010|4
doc-camera
PLC XF35NL
I —
3LNS_WO2Z
POA M004 VGA
POA MD13NET:
—I-
t Bracket
Projector Equipment
Sanyo XGA Digital Multimedia Projector 5200 ANSI Lumens
'Sanyo_ On Axis Short zoom1 35 1 8 1 Lens
Salvo D Sub-15 VGA/RGBHV Ir jput Module
Sanyo Advanced Network Control and Image Transfer
Mounting Bracket for protector in rear screen mirror/frame
Other AN Devices
Elmo Visual High Resolution Mobile Presenter digital macro
1Panason c DVDNHS VCR
Kramer 4 X 2 AN Swecher w/14- 6 232 control
Subtotal
TAX 825k
Total
$8 718 00 $8 718 001
$2 398 00 $2 398 00
$18500 $18500
$382 00 $382 00
$300 00 $300 ool
$709 00 $769 00
$18500 $18500
$596 00 $596 00
$13 473 00
$1 111 52
$14 584 52City of Culver City, California
City Council Agenda Item Report
CoonoiAVFaeiix E hbt I
Sound Reinforcement System
The AN Integrator shall use the existing design (see facility audio drawings Exhibit I) the specifications found in the RFB and
the guidline below to propose a complete turnkey system replacing most of the equipment in the Exhibit I with new equipment
The proposed system may be a general proposal of the design with a lump sum cost (see below)
A final detailed design will be required upon award of a contract to the successful bidder
At that time a detailed equipment list shall be c eated by the AN Integrator with assisstance from the PMT
hem I Oty I Part Number
I Deer-mho
Audio Equipment
NO _ Peavey Media/11:9m NION Hardware and Nware Software|109| NIO 8ML Peavey MedIaMatnx NION Mic/Line input cards|109| NIO 8o Peavey MediaMatrix NION output cards|109| y130151 .-4/KVM. RackMount Flip-up LCD Monitor w/4 input KVM w/traditional mouse|109| 'TBD PC Windows Rackmountable CPU|109| iMB 15 Rolls audio Isolation transformer bl directional balanced/unbalanced
20 CMS 6 TDC Tannoy Ceiling Speaker for Counc I Chambers only (no adjacent rooms)|109| 05146560 5501 Powerware PW5115 1000 Uninterrupted Power Supply
14 AT857MLa Audio Technica Microphone w/AT8416 Shockmount|109| AT857MLa Audio Technica Micro hone w/table top stand model AT8615
Additional E ul r q...p2m umt
(AN Integ ator to add equipment as necessary to above equipment to complete proposed design) —
UtiiiSt I
11
12 1 MTRLS Winng connectors suppl es cabling
13 1 11J124M/BETA87FShure Wireless Transmitting Microphone System|109| 14._ 4 —DSC CX168 Power Amplifiers (8 channels) 5 channels driving 20 Speakers in chambers
15 (90*watts ger channel)
Audio Equipment
Materials
(Lump-Sun_) Subtotal
Labor ii I di RE el i g Ir So d di, velem, a fGUlt I
TAX 825/
$27 823 001
$2 500 00]
$30 323 00
$7 800 00
$2 501 65
340,624 65
Production Control System
Description
Robotic Camera Control and Cameras
AW E650 Panasonic AW E650 1/2 Cameras $3 888 00 $11 664 00
YH19x6 7 KTS Canon Lenses mounted to camera $4 131 00 $12 393 00
PT CP 9252327C Telemetncs Robotic PAN/Tilt Head SO 00 $O 00
CA i
CP 2 -50 D 25 interconnect cable to Pan Tilt Head 2508 $630 00 $2 520 00
51 1505A 500 Belden Cable 5008 spools of Coax cable for Video Out and Genlock $110 00 $660 00j
Sound Reinforcement Equipment |109| 1 AG MX70 Panasonic Switcher $5 641 00 $5 641 00
_ 7
1 LCG 5000R Comp( Character Generator $4 897 00 $4 897 00t
8i 1 PRV LX1DW Pioneer DVD Harddnve Recorder/Player only dual HO available $5 329 00 $5 329 001|10 9| 2 DMR 16070 Panasonic Hardnve Recorder/Player wl FEC rackmount $796 00 S796 001
10 1 AP41 SP U Hot on c Vdeo Sych on car/Processor $1145 00 $1 145 00
111 2 V R53P Marshall Tnelej Monitor Panel $1 688 00 $3,376 00
Automated Playback System
12 1 Nexus Server Ileightronix Nexus Cont oiler/Server System inlay:Mg Pro buss ports $5 718 00 S5 718-00
13 1 L—GX USBHD400 Seagate USB media Hard On es for Server $499 00 $49900
1411 DVP CX777ES Sony 400 Disc DVD Changer
$594 00 $594 00
Install
Cable Connectors misc etc $1100 00 $1100 001
Installation Labor Including Proafamming, cable runs wiring racks etc $47000 S4 670 001
Robotic Camera Control and Cameras $27 237 00
Production Recording Equipment $21 184 00
Playback System $6 811 001
Materials Connectors etc $1 10 0 00)
Subtotal $56 332 00
iLabor total $4 710 00/
TAX 8 254 $4 647 391
Total
$65 774 39
Vey I P rt Number
I UiiiiSi I Ext.|1010| a|1010| 3
3 CFE|1010| 4
5City of Culver City California
City Council Agenda Item Report
Corn I AV F c E|1010|Field Production Equipment Future Purchase Only
Descripho
Camera S stem|109| DSRPD170 Sony_DVCAM Camcorder Package
2 1|99| /ACC P0170 DVCAM Accessories Lens Adapt Case Charger Extra Battery|109| 1 DV6-0611 ISachtler DV 6/20 system Tripod 123 LBS|109| UCR201/UH4001Lectrosomc UHF UCR 201 Rece vet UH 400 Transm tter Wireless Mica
-|109| 1 IV LCD56 KIT Marshall V 5 6 LCD Monitor with Speaker|109| 1 PAG 6 Kit PAG Paglight sun gun light with batteries and accessories
EV RE50 Electra Voice hand held micro hone
Liphting
4ARRI 03 KIT ARRI Soft back 03 Kit with extra Soft light kit
Cablin & Materials|10 10| ACC PKG rXLR mic cables Video cables Fire wife cables extra bulbs etc
Camera System
LiattiLg i
Materials
Subtotal
TAX 8 25 /
Total exclusive of 6 -id total belowL_
Ilem 11I Oiy IP rt Numbe
$3 220 00 $3 220 00
$40400 $40400
$1 758 00 $1 758 00
$2 168 00 $2 168 00i
$304 00 $304 00
$40900 $40900
p7200 $27200
Si 944 00— $1 944 00
$250 00- $250-00
$1535 00
$1 994 00
$25000
$10 779 00
$889 27
$11 668 27j
Unit Sell I Ext
Equipment, Materials and Labor Bid Totals
Description I Ex! I
Bid cost minima
$14462900 — r iquipment Totals (excluding Field Production Equipment)
Materials supplies $3 600 00
Labor Totals $35 144 001
Warranty Service One Year $9 250 00
TAX 8 25 / S12 228 89
Bid Total Not to Exceed Bld amount) $20485189
OPTIONAL LINE ITEMS
Extended Service Maintenance Agreements Available
for 2nd 3rd and 4th Year After First Year WarranV Service
Custom Platinum Gold Silver and Bronze Level Options
(See attached sample agreements)
TAX 8 25 /
Totatotokftonal items/
(adder Signature)
(2
City of Culver City, California
City Council Agenda Item Report
STATE OF CALIFORNIA
BIDDER S AFFIDAVIT
COUNTY OF LOS ANGELES
Michael Gavigan
being first duly sworn deposes and says
1 That he/she is the Vice Pres & CFO of Hoffman Video Systems
(Title of Office) (Name of Company)
hereinafter called Bidder who has submitted to the City of Culver City a bid for Design and
Installation of the Culver City A/V Facilities (AVF) Project.
2 That the bid is genuine that the same is not sham that all statements of fact in the bid are true
3 That the bid was not made in the interest or behalf of any person partnership company, association
organization or corporation not named or disclosed
4 That the Bidder did not directly or indirectly, induce solicit or agree with anyone else to submit a false or
sham bid to refrain from proposing, or to withdraw his bid, to raise or fix the bid price of the Bidder or of
anyone else, or to raise or fix any overhead, profit or cost element of the Bidder's price or the price of
anyone else, and did not attempt to induce action prejudicial to the interest of the City of Culver City, or of
any other Bidder or anyone else interested in the proposed purchase order
5 That the Bidder has not in any other manner sought by collusion to secure for itself an advantage over any
other Bidder or to induce action prejudicial to the interests of the City of Culver City, or of any other
Bidder or of anyone else interested in the proposed purchase order
6 That the Bidder has not accepted any bid from any subpurchase order or matenalman through any bid
depository the bylaws rules or regulations of which prohibit or prevent the Bidder from considering any
bid from any subpurchase order or matenalman, which is not processed through that bid depository or
which prevent any subpurchase order or matenalman from proposing to any purchase order or who does
not use the facilities of or accept bids from or through such bid depository,
7 That the Bidder did not, directly or indirectly, submit the Bidders bid price or any breakdown thereof or
the contents thereof or divulge information or data relative thereto to any corporation partnership,
company association, organization bid depository, or to any member or agent thereof or to any individual
or group of individuals, except to the City of Culver City or to any person or persons who have a
partnership or other financial interest with said Bidder in its business
8 That the Bidder has not been debarred from participation in any state federal or public works project
Dated this 27 day of May 20 05
(Title)City of Culver City, California
City Council Agenda Item Report
Council AV Facilities
Project s Primary Goals and Objectives Evaluate facilities and
identify System and sub systems components that should be
replaced determine technological defiaenaes and suggest
enhancements
Equipment Assessment
'
Current
COnditiOn, iderifffY de`kois sihid are: 11-1nreliable due (o constant tilling,
Total System Replacement (approx ) $400 000-500 000 317 nt4gratiii;',- fUricti:oitilPfOririance,
or4iii\ielt&ie4ed eixPeitancy_. • •
Total Recommended Replacment (based Assessment) $280 000 00
Total Budgeted for Replacment $204 000 00 Impact of Failure ?No functionality at all 'Partial loss of functionality
ptions
, X '. , 2" ._ ' : .
• "Ethrneled Full '
Re placement Casts
Bed
for Replaa-n et 1
.SYris,n a,sljt:i:Idoat s 6-1/ other
nets7.ht.arte9 h.lun n clpe14,es•
-,
-,- ,.,,, ' . 1.1k
' • - ''''
. Current'corldtkir ' Impact cf Failure
Rating
LII,411,00C of
c,ornp:9tet faluna
1-40-Moderate-
I. ow
'Voting System
$45 000 $42 108
N/A 3Intermittent Failing 2No Electronic Voting 6
High
'AN Control System
$13 000 S5 993
N/A 'Intermittent Failing Partial/Demce Control 5
Moderate
'AN Devices
$28 000
-
'314 CAS •
r i .
Santa Monica $25 000(2000) 2Poor performance 2N o functionality 5
Low
'Sound System in Chambers
$45 000 -$27,873
Beverly Hills $50 000(2004) 3Poor performance 2No sound in room or TV , 5
Moderate
Sound System equipment in adj mit room
not in budget (20K) SO
N/A 'Exceeds Life Exp 2 No functionality 3
Low
Camera Heads with Lenses (3 cameras} $27 000 $24 000
Torrance $55 000(2005) (41
Long Beach $48 000(2005X4}
3
Intermittent Failing 'Partial/ TV meeting Coverage 4 High
Camera Robotics
$20,000
,
2,0013.-.._ . Palos Verdes $17 000(2003) 3Poor performance "Partial/Cam movement , 4
Low
Camera Control with cabling
$20,000 Long Beach $12 000 (2005) 'Poor performance 2No Cam movement 5
Low
High
'Production Recording Equipment
$50,000
;,---- ,-v•:`
111-
Torrance $120 000(2005) 4Unreliable 2No TV meeting Coverage 7
Production Dubbing Equipment
$10 000
(typical) $15-25 0000
'Poor performance 1PartialCopes or Duplication 4
High
Playback Equipment (1 channel)
(Persons!! Resources) $8 000
Commerce $50 000 (2004)
Long Beach $120 000(2005)
Santa Monica $45 000(2005)
N/A N/A N/A N/A
Field Recording Equipment
$25 000
— -
SO
N/A N/A N/A
Furniture
not in budget (30K) $
,.::.i,
N/A N/A N/A
Low
N/A
Electncal Work
not in budget (30K) 30 ...:: i ,.-e.•::
N/A N/A
Matenals supplies
partial budget (25K) O. .' H . :.,-,•;-.•
Installation Services, Labor and Taxes
partial budget (115K) 5300idij a - N/A N/A
Totals $503 pop pp
$185 659 00City of Culver City, California
City Council Agenda Item Report
Courrcil AV Fac Ities Exh bd-1
Upg ades or Specs others a e
replacrnent totals
DefcienOes
Sieienan, of Neighboring City Projects
City of Torrance
City of Long Beach
City of Santa Monica
City of Beverly Hills
City of Commerce
n2035 spent $1.2 million on 4-channelAutomabaci playback for a_Govemment, Parks & Rec, Public Access,coliege Channel
I n 2005 spent $120 000 on new video server playback system, and $98,000 on new Cameras & Switcher in Council Charribers.
n2005 spent $6000 on a 3-channel automated playback system and in 2000 spent $300 000 on Cotinctl AN pOtetn,
In 2004 spent $55 ,pop on the Installation of a new Sound SYS* m,and AV control System.
In 2004 spent $50,000 on the installation of a new automated playback system.
City of Hawthorne
in 2005 spent $18,000 for "on-air graphies